Scheduled Hours

37.5

Position Summary

The Manager Advancement Services supports University Advancement (UA) at Washington University in St. Louis and is responsible for the effective and appropriate management of constituent records in the CRM. The incumbent will develop and maintain records management policies, procedures, retention schedules and best practices. The incumbent, in collaboration with the Director of Advancement Operations and University Advancement Systems, is responsible for creating, updating, and implementing a comprehensive data hygiene program to ensure high data quality and integrity. The duties of the Manager Advancement Services impact the integrity of the Universityâ™s donor information and require both accuracy and confidentiality. This position reports to the Director of Advancement Operations.

Job Description

Primary Duties & Responsibilities

Operations

• Devise and implement records management policies and systems to ensure that data is accurate, stored securely for the correct amount of time, accessible to the correct people and disposed of in line with legal requirements.
• Investigate and maintain data integrity through thorough data entry into and management of the CRM.
• Assign and manage Cases in CRM to update biographical information for more than 600,000 records.
• Problem solves, set priorities and goals, and provide direction and guidance for a team of full-time Record Specialists.
• Keep current with legal requirements on data storage and protection.
• Oversee the preparation of documents for scanning and the classifying/indexing of items to Central Files via KnowledgeLake; Documents include all forms of recorded information including correspondence, files, financial statements, publications, photographs, drawings, or other material relevant to the mission of University Advancement and Washington University in St. Louis.

Data Quality and Special Projects

• Manage data hygiene process that include audit reports and incorporates best practices.
• Monitor progress toward annual goals and shape strategy as part of the Advancement Services team.
• Maintain internal controls and compliance with procedures and policies to assure data remains private and secure.
• Execute data integrity projects with the goal of improving data quality.
• Draft annual updates to policy and procedure documentation.

Management and Collaboration

• Responsible for managing and developing a team of Records Specialists and the Advancement Records Repository Coordinator.
• Train new team members; provide support to existing team members on new technology and business processes.
• Establish and maintain effective working relationships with all Advancement Services teams, especially Gift Operations.
• Coordinate information with Student Information Services (SIS) for the accurate and timely update of student, alumni, and parent information.

Perform other duties as assigned.

Preferred Qualifications

• Knowledge of relational databases and fundraising software programs and experience with Salesforce.
• Experience with data analysis, data interpretation and data presentation.
• Prior experience working in a nonprofit environment and/or higher education environment.
• Demonstrated experience in providing leadership and team management.
• Proficient in Microsoft Office (Excel, Word, Access, etc.).
• In-depth understanding of legal requirements related to data storage and protection.
• Able to devise and implement robust records management policies.
• Ability to work independently and collaboratively with exceptional accuracy in a deadline-driven environment while managing competing priorities and work challenges.
• Outstanding attention to detail, independent thinking and problem-solving skills.
• Strong project management and computer skills.
• Experience in automating and/or streamlining manual processes in the areas of data entry and records retention.
• Capable of working with a wide variety of team members with varying skills and abilities while building effective working relationships.
• Application of excellent judgement, discretion, and sensitivity in handling high-profile and confidential information.
• Excellent verbal and written communication skills with a customer service orientation.
• Aptitude to become a super-user of the University Advancement CRM.
• Willingness to learn and to be a team player and leader.
• Available to work occasional early mornings, evenings, weekends, and additional hours.
• Recruit, train, supervise and mentor full-time department staff; assess staff performance and conduct formal staff evaluations on a yearly basis or as needed.
• A commitment to the mission of higher education and Washington University in St. Louis.

Required Qualifications

Bachelorâ™s degree in records management, information management, library science or related field and three years of experience in records management; or equivalent combination of education and experience.

Grade

G12

Salary Range

$57,300.00 - $97,700.00 / Annually

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Accommodation

If you are unable to use our online application system and would like an accommodation, please email CandidateQuestions@wustl.edu or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

Pre-Employment Screening

All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement

Personal

• Up to 22 days of vacation, 10 recognized holidays, and sick time.

• Competitive health insurance packages with priority appointments and lower copays/coinsurance.

• Want to Live Near Your Work and/or improve your commute? Take advantage of our free Metro transit U-Pass for eligible employees. We also offer a forgivable home loan of up to $12,500 for closing costs and a down payment for homes in eligible neighborhoods.

• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.

Wellness

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family

• We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? Weâ™ve got you covered.

• WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO/AA Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity and especially encourages applications by those from underrepresented groups. It is the Universityâ™s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.

Diversity Statement

Washington University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment â“ fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.

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