Advancement Records Clerk, University Advancement
Required Position
Full-Time Appointment
Responsibilities
University Advancement builds meaningful relationships that will inspire our various stakeholders to engage with and invest in Laurentian University. University Advancement actively engages with and oversees relations with alumni, and internal and external stakeholders to establish a strong culture of pride, loyalty and engagement. This position is essential for the purpose of daily data entry and keeping our database records up to date with current University status, contact information, communications, articles, obituaries, activities, employment, relationships amongst alumni and Friends and finally committee affiliation. This individual will also be able to provide degree, giving history, and data extractions.
Reporting to the Office Manager, Advancement, the Advancement Records Clerk will:
- Update the Advancement Office database with information obtained through various means, including personal meetings, special events, the alumni online community, personal updates, mailouts, and fundraising solicitations;
- Perform research tasks to update address, business, and event information on alumni and friends in the Advancement database;
- Track terms of agreement that are in process to include follow-up action, translation, spreadsheet maintenance, and drive maintenance;
- Communicate with alumni and friends to gather and update contact information and other information;
- Monitor the work of data-entry students to ensure the accuracy of information and changes entered into the database;
- Perform data extracts and compile invitation lists;
- Manage data entry in modules that help move Advancement initiatives forward. For example: MDSM, and the Activities and Events module, including coding individuals who are invited, confirming attendance, and tracking event participation;
- Entering contacts for the Advancement team in the database and generating summary reports;
- Researching and confirming the status of deceased alumni and friends, and updating their records accordingly;
- Extracting data from Mailchimp and updating alumni information in the database;
- Provides backup support to the Advancement Database Coordinator by running reports;
- Suggest solutions for technology integration and streamlined data entry based on experience, and recommend changes to internal policies and procedures to maintain database quality and integrity;
- Provide support with gift processing and act as backup in absence of Advancement Database Coordinator; and
- Perform other duties related to this position as assigned.
Qualifications
Qualifications
- Completion of a two-year post-secondary education program;
- Advanced proficiency with computer systems; especially Colleague Advancement;
- Impeccable attention to detail;
- One year of relevant work experience in a relevant field;
- Proficiency in research methodologies;
- Superior data entry skills;
- Excellent organizational, communication, and interpersonal skills; and
- Ability to work fluently (verbal and written) in both official languages, French and English, is required.
The official University hours of operation shall be from 9:00 a.m. to 4:30 p.m., Monday through Friday, during, and including, the months from September to April, and from 8:30 a.m. to 4:00 p.m Monday through Friday during and including May to August., amounting to thirty-three and three-quarter (33.75) hours per week.
Apply Now
Applications will only be accepted through our online form.