Biographical Specialist

North Carolina State University, United States

Updated: over 2 years ago
Location: Raleigh, NORTH CAROLINA
Deadline: ;

Posting Details
Posting Number PG191708SP
Internal Recruitment No
Working Title Biographical Specialist
Anticipated Hiring Range $36,000 - $39,000
Work Schedule Monday - Friday; 8a - 5p and other hours as needed to fulfill the duties of this position
Job Location Raleigh, NC
Department Advancement Services
About the Department
The mission of University Advancement is to secure support for NC State University in terms of dollars, service, and engagement by delivering an integrated program of development, alumni relations, communications and marketing, and advancement services. Our objective is to build deep and long-term relationships with alumni and other stakeholders and partners that will ensure increased support to NC State in the future. 
Advancement Services supports the operations of Alumni Relations, University Development & University Communications. The unit oversees the University’s alumni & donor database, AdvanceTM, Advance BI systems, processing gifts and conducting research about potential contribution opportunities. Advancement Services also maintains financial records, conducts donor research, receipts corporate & individual private gifts following the NC State Standard Operating Procedures for Acceptance of Gifts, administers the corporate matching gifts program, updates & verifies alumni records, manages donor prospect tracking systems, plans and manages gift agreements & endowment reports.
The Office of Gifts & Records Management (GRM) is a sub-unit of Advancement Services, one of four departments managed by University Advancement (UA), and is charged with maintaining financial records, receipting private gifts according to the University’s Gift Acceptance Policy, administering the corporate matching gifts program. GRM processes private donations to the university. This team is responsible for recording and maintaining alumni and donor information, providing biographical and gift processing, and ensuring that all contributions are receipted in a timely manner. Processing and acknowledgment of private gifts to the university include gifts of cash, credit card, securities and gifts-in-kind. Biographical updates processed in the university’s alumni and donor database include notification of name changes, change-of-address, employment information, job promotions, marriages, births, deaths and research of lost alumni. GRM’s functions primarily support the part of UA’s mission related to raising money from private sources, managing the collection of private gifts for the university and managing an effective alumni and development database and gift system.
Essential Job Duties
The Office of Gifts & Records Management (GRM) Biographical Specialist serves as a functional generalist, providing resolution on inquiries related to the maintenance of demographic and engagement records, as well as administrative questions around gift management, under the supervision of the Assistant Director of Gifts and Records Management. A key responsibility of this position is the proactive research and verification of demographic data, utilizing a variety of departmental resources and tools to ensure current biographical and engagement participation data is entered and maintained in the donor database. This position is also responsible for creating new biographical entities for individuals and companies, auditing the integrity of data by reconciling incoming data with existing records, and researching and maintaining all levels of biographical and engagement participation information including addresses, telephone, email, employment, relationships, and university participation tracking. 
The GRM Biographical Specialist is responsible for providing front-line customer service and support to university partners and external alumni, donors, and friends of the university. Acting as the liaison between customers and internal teams, this position will also serve as the first point of contact for incoming departmental calls, answering and escalating external questions and transferring phone calls. The GRM Biographical Specialist utilizes the university’s alumni and donor database of record to process record updates and communicates proactively with customers via email helpdesk to ensure exceptional end-to-end processing. Attention to detail and review of work for accuracy is essential to the success of this role, as is exceptional customer service.
Other Responsibilities
Other gift and records management related duties as assigned for Advancement business operations.

Minimum Experience/Education

High School Diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.
Other Required Qualifications
  • Extreme attention to detail and accuracy
  • Data processing/entry experience
  • Working knowledge of database maintenance
  • PC proficient
  • Comfort entering and retrieving data from database systems
  • Experience researching and verifying data
  • Excellent oral and written communications skills
  • Excellent customer service skills
  • Strong interpersonal skills using tact, patience, and courtesy
  • Must be able to multi-task and adapt to change; must be able to perform well under pressure, in a fast-paced environment
  • Overtime required during peak periods including calendar year-end, Day of Giving, etc.
Preferred Qualifications
  • Bachelor’s degree
  • 2-3 year’s of database experience
  • Strong Excel/Spreadsheet experience
  • Relational database systems experience
  • Ellucian’s Advance fundraising software 
Required License or Certification
N/A
Valid NC Driver's License required No
Commercial Driver's License Required? No

Job Open Date 11/24/2021
Earliest Close Date---- (Positions will be posted until 5:00 PM ET on this date. Positions remaining posted after this date are still accepting applications but may close at any time.) 12/03/2021
Notice to Applicants
Special Instructions
Please include as attachments a resume, cover letter, and contact information for three references.
Please make sure the work history listed on your application matches the work history provided on your resume.

Position Number 00105032
Position Type SHRA
Position Classification Band Title Administrative Support Specialist
Position Classification Band Level Contributing
Position Classification Salary Range $31,200 - $53,083
Salary Grade Equivalency GN05
Alternate Option
If no applicants apply who meet the required competency level and training & experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.
Full Time Equivalent (FTE) (1.0 = 40 hours/week) 1.0
Appointment Non-Recurring
Mandatory Designation - Adverse Weather Non Mandatory - Adverse Weather
Mandatory Designation - Emergency Events Mandatory - Medical Emergencies
Time Limited Position No
Time-Limited Appointment Length (if applicable)
Is this position partially or fully funded on ARRA stimulus monies? No
Department Id 085001 - Advancement Services
AA/EEO
NC State University is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, gender identity, age, sexual orientation, genetic information, status as an individual with a disability, or status as a protected veteran.
If you have general questions about the application process, you may contact Human Resources at (919) 515-2135 or [email protected]. Individuals with disabilities requiring disability-related accommodations in the application and interview process, please call 919-515-3148.
Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. Degree(s) must be obtained prior to start date in order to meet qualifications and receive credit.
NC State University participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.

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