Senior Records Lead

Department: Advancement Services
This position is represented by the agreement between the Professional Staff Association and the University of Guelph

If you are a current employee of the University of Guelph you must apply on the internal Career Page in order to be considered as an internal applicant. 

 SuccessFactors: Career Opportunities (sapsf.com) 

General Purpose

Alumni Affairs and Development (AA&D) is a central service at the University of Guelph and supports the University’s mission to Improve Life by building lifelong relationships with alumni, donors, and champions to raise money for the institution’s strategic priorities. The department assists the University in realizing its full potential in scholarships, teaching, research, and innovation and raising $30-60M annually. Reporting to the Finance Manager, Gifts & Records, the Senior Records Lead has responsibility to liaise across AA&D and be the records champion of over 900,000+ constituent records to ensure the accuracy, integrity, and privacy of biographical records updates and changes in the Cannon CRM database, leading to critical activities such as targeted solicitation mailings to donors, and accurate charitable donation receipting to comply with CRA regulations.

Duties and Responsibilities

The Senior Records Lead has direct management responsibilities for the Data Integrity Administrator role, as well as part-time student record assistants (2) to assist in data updates to the CRM database. This includes overall supervisory responsibilities, such as hiring, onboarding, training, coaching, mentoring and any performance management. This position also indirectly supervises the work of the Records & Gift Administrators (2-3) concerning record entry responsibilities and provides training/onboarding and indirect supervision of the Development Assistants (3-4), Event staff (2-3), and/or other Administrative roles across AA&D in updating key biographical information on constituent records.

The incumbent also has overall responsibility to monitor the quality of biographical data entry work performed across the AA&D database using reporting and analysis skills and recommend policy and guidelines to improve data quality. They are also responsible for primary oversight of Perceptive Content, AA&D’s online file management system, and ensuring appropriate training and controls are in place for other users across AA&D.

The Senior Records Lead is also the lead participant on cross-functional data governance projects, as well as leading key strategic data governance projects for the Finance & Donations Management team. This includes working closely with the Advancement Systems & Analysis team on database upgrades, and other projects such as key policy reviews on data management, and more.

Given the nature of AA&D activities, accurate records and databases are critical to the University’s alumni relations and fundraising efforts, including compliance with privacy legislation. A high level of customer service is required as contact with donors and alumni is often sensitive. This requires highly effective written and oral communication skills and leadership and relationship building skills. The Senior Records Lead must also have excellent aptitude for accuracy and data entry, attention to detail, sound judgement in difficult situations, tact, and organizational skills for prioritizing and delegating work.

Requirements

• Undergraduate degree combined with 5 years’ experience in the skills below.
• Excellent customer service skills to deal courteously and effectively with people using tact and diplomacy. 
• Excellent interpersonal and relationship building skills including demonstrated experience conveying informational policies/procedures and technical information to learners at varying levels of expertise.
• Excellent organizational and time management skills to handle multiple priorities and deadlines in a high-volume service area. 
• Experience as a people leader and management experience (hiring, performance mgmt., etc.), including managing others working in institutional databases, showcasing ability to manage others to ensure accuracy, efficiency, and attention to detail.
• Excellent knowledge of institutional databases, preferably in the fundraising industry utilizing BlackBaud CRM, with demonstrated excellent data management practices including advanced level proficiency at data manipulation and excel skills, and moderate level skills in a variety of other applications (MS Word, Powerpoint).
• Demonstrated experience with creating and executing data imports and creating technical process documentation.
• Excellent understanding of University or organizational policies and processes in regard to public vs. private information and appropriate handling of each information category, including knowledge of privacy legislation, as well as knowledge of alumni databases and alumni record information.

Employee Type: Regular 
Position Number: 10911688 
Classification: P&M FT- Band 03    
Professional/Managerial Salary Bands 
 

At the University of Guelph, fostering a culture of inclusion is an institutional imperative. The University invites and encourages applications from all qualified individuals, including from groups that are traditionally underrepresented in employment, who may contribute to further diversification of our Institution.

Posting Date:   09/16/2024  
Closing Date:  09/30/2024