Biographic Records Associate

Brandeis University – a distinguished private research university recognized for its academic excellence and leading-edge research – has an exciting opportunity for a talented and motivated Biographic Records Associate.

The Biographic Records Associate is responsible for the timely and accurate collection, interpretation, preparation, entry, and editing of data for the Institutional Advancement (IA) database system of record.  The Bio Records Associate coordinates uploads to and maintenance of the IA electronic document management system.

Job Duties:

Data processing and entry

• Work independently to retrieve, compile, and analyze data from a variety of complex internal and external sources, including system data feeds, reports, forms, public information, email, and written correspondence. 
• Identify, investigate, and reconcile irregular or inconsistent data. Translate data into predefined codes and relationships.  Enter and update data within the IA database.

Client services

• Serve a point of contact for data submission and update requests on behalf of the Biographic Records and Data Administration team. Assist with daily upkeep of the team email lists and elevating issues as appropriate. 
• Participate in unit and team meetings and provide administrative and project management support for the department, as needed.
• Perform ongoing maintenance and cleanup of the system via data projects.

Document Management

• Validate, code, and upload files to the electronic document management system.

Skills and Qualifications needed:

• HS diploma required. B.A./B.S. preferred plus 1-3 years related work experience
• Demonstrated high-level of proficiency with computing systems and experience with relational databases and relational data fundamentals required.  Ability to become comfortable and productive quickly with the University’s alumni and donor systems.  Salesforce experience highly desired.
• Must have working knowledge of Microsoft Office (Word and Excel), Adobe Acrobat (or similar PDF editor), Google Workspace (Gmail, Calendar, Drive, Docs, Sheets) and Zoom.
• Patience, adaptability, inquisitiveness, and a curiosity for data management.
• Excellent organizational skills with high attention to detail and follow-up.
• Self-motivated with an ability to work both independently and collaboratively.
• Presents a collegial, collaborative, and customer-service demeanor that positively reflects the core values and standards of the institution and demonstrates tact and diplomacy. Works effectively and collaboratively with colleagues in IA and across the University.
• Ability to apply sound judgment, discretion, and a commitment to professional ethics and data security when dealing with highly confidential constituent, donor, and prospect information.
• Adheres to University and departmental business policies and procedures.  

About Brandeis

Located in the suburbs of Boston, a global hub for higher education and innovation, Brandeis is dedicated to first-rate undergraduate education while making groundbreaking discoveries.  Established as a nonsectarian university in 1948 by members of the American Jewish community, our visionary founders shared a commitment to social justice and to making the world a better place. 

Our founders’ pioneering spirit and intellectual pursuits continue today at Brandeis – from helping to solve a national public health crisis through work at its Opioid Policy Research Collaborative, to the biological discoveries that, in 2017, earned two faculty members a Nobel Prize in Physiology or Medicine. We aspire to further such important endeavors and are looking to grow our team with individuals who share our passion and commitment. In preparation for its next ambitious campaign, Institutional Advancement (IA) seeks to strengthen the bonds with the university’s many constituencies. By working together, we will secure the financial resources necessary to continue the legacy of excellence in teaching, research, and scholarship at Brandeis.

Commitment to Diversity, Equity, and Inclusion
Diversity, equity and inclusion are important values at Brandeis today and always have been for they are rooted in our founding as an institution. These values serve as a reminder for self-reflection, and a continuous call to grow for us as Brandeisans.  Founded as a model institution for ethnic and religious pluralism, Brandeis University welcomes students, faculty, and staff of all nationalities, religions, and orientations.  Moreover, social justice is central to the mission of Brandeis, which endeavors to foster a just and inclusive campus culture that embraces the evolving diversity of our larger society.  Read more online about our Mission and Diversity Statements at Brandeis Mission and Diversity Statements.

If you are interested in a role and have relevant experience but your work history does not align perfectly with every qualification in the job description, we nevertheless encourage you to apply.

Closing Statement

Brandeis University is committed to providing its students, faculty and staff with an environment conducive to learning and working and where all people are treated with respect and dignity. We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, ancestry, national origin, ethnicity, caste, sex, pregnancy, sexual orientation, gender identity/expression, including transgender identity, religion, disability, age, genetics, active military or veteran status and any other characteristics protected under applicable federal or Massachusetts law.