Job description
The Database Records Coordinator is responsible for the accurate creation and maintenance of constituent record information in the Division’s database(s), including names, contacts, biographical, relationship, and engagement data. As part of this effort, the coordinator ensures the integrity and confidentiality of the data, and performs research as needed to verify and audit data. This position requires cross-training and serves as the back-up for the Gift Management Coordinator, as well as assists with web content and special events, as needed.
- Assist with all aspects of maintaining the database for the Alumni and Development Offices.
- Enter accurate biographical information for all constituents.
- Manage the daily gift receipting process.
- Confirm changed/updated constituent records, along with checks and balances to maintain the integrity of the data.
- Collect changes/updates to constituent records through various methods, including: mail, phone calls, in-person, email, newspapers, Google Alerts, questionnaires, and various departments on campus.
- Provide excellent customer service to Alumni and Development Offices visitors by handling in-person biographical information requests and changes/updates.
- Answer phone calls for the Alumni and Development Offices and responding with appropriate information.
- Maintain changes/updates to biographical information to be published in the Luther Alumni magazine. This includes changes/updates such as births, marriages, and advanced degrees.
- Enter information in the database from all deposited student applications, including parent and/or guardian information. Work in partnership with the Admissions Office.
- Process notifications of deceased constituents.
- Manage document imaging, scanning, and linking, for database information and changes/updates to constituent files.
- Assist with creating web content and updating website pages for events and programs as needed.
Back-up:
- Cross-training to learn the role and processes of the Gift Management Coordinator; includes entry and processing of gifts and pledges.
- Assist with special events each year (i.e., Homecoming, Donor Recognition and Appreciation Event, etc.)
- Contribute to the overall success of the Alumni and Development Offices through teamwork and collaboration.
- Maintain cooperative relationship between the Development Office and other campus offices. Contribute to a positive and pleasant work environment.
- Promote a positive image of the College among its constituents and serve as an advocate for the College and its mission.
- Promoting, upholding, and exemplifying the College’s commitment to diversity, equity and inclusion.
- Adhere to the AFP Code of Ethical Standards and the Donor Bill of Rights.
- Assist the Director of Planned Giving and Manager of Data Operations in other duties as they may arise.
- Indirect supervision of student workers as needed.
- Education/Experience
o Administrative and/or database experience preferred.
- Demonstrated accuracy and attention to detail, particularly in data entry and information processing.
- Ability to prioritize and administer multiple tasks simultaneously, follow through in a timely manner.
- Demonstrated customer service skills with ability to think strategically and understand how each action and decision impacts the organization as a whole.
- Self-starter demonstrating initiative, creativity, and ability to get results.
- Ability to work independently and as a part of a team.
- Strong organizational and interpersonal skills.
- Ability to work under pressure of time and frequent requests from multiple sources each having their own timeliness and constraints.
- Ability to apply an ethical code and good judgement, and to handle confidential matters and information with discretion.
- Proficient in Microsoft Office suite, Google suite, and knowledge of, or experience in, managing a relational database.
- Ability to clearly represent the mission and vision of Luther College as a residential, Lutheran, liberal arts college.
- Ability to cultivate and develop inclusive and equitable working relationships with students, faculty, staff, alumni, parents, and friends of the college.
- Ability to serve as an advocate for individuals of all ethnicities, genders, ages, and backgrounds.
- Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment.
- Work performed in an office environment and requires the ability to operate standard office equipment. Involves sitting for a long period of time, standing, and walking in a well-lighted and well- ventilated office.
- Hours: 8:00 a.m.–5:00 p.m., Monday–Friday. This position may be required to work evenings and or weekends as necessary to support special events within the Alumni and Development Offices.
Luther College offers an excellent benefit package including competitive health insurance premiums, generous retirement contribution, short- and long-term disability, life insurance, and tuition benefits for employee, spouse and dependents. Additionally, Luther College offers an outstanding PTO program. New full-time employees can earn up to 30 days of PTO per year, in addition to time off for holidays which includes a full week of holiday pay between Christmas and New Years’ Day.
Luther College seeks to build a culturally diverse community of faculty, staff, and students. Luther College is an Affirmative Action/Equal Opportunity Employer. Women and persons of diverse ethnic backgrounds are especially encouraged to apply. We value the input of multiple viewpoints and perspectives to create an academic community rich with cultural, social, and intellectual diversity. Candidates are encouraged to identify their strengths or experiences that will contribute to this goal.
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