Data Services Specialist

Special requirements - For full consideration, applicants will be asked to provide a diversity statement (What is your experience working to advance Diversity, Equity, and Inclusion?).

HOW TO APPLY

For full consideration, applicants should attach their resume and cover letter when applying for a job opening. For guidance related to the application process or if you are experiencing difficulties when applying, please review the Applicant Resources on our Talent Acquisition website. 

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INITIAL REVIEW DATE (IRD)

Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. Materials submitted after the IRD will ONLY be forwarded at the request of the hiring unit. To ensure your application is routed for consideration, submit your materials before 11:59 p.m. on the IRD.  Talent Acquisition cannot accept application materials outside of the jobs portal, and is unable to update submitted applications on an applicant's behalf, or forward communications to the hiring units. For more information about the IRD and the applicant review process, view this link .

The IRD for this job is: 11-16-2023

ABOUT UC SANTA CRUZ

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

DEPARTMENT OVERVIEW

University Relations supports the teaching, research, and public service of UC Santa Cruz by making and keeping deep, heartfelt connections. Building enduring relationships among students, alumni, faculty, donors, and others is the lifeblood of our work and helps to make UC Santa Cruz a thriving community of knowledge, inquiry, public service, and social mobility.

We are a welcoming group of ambitious and creative professionals pursuing our mission in support of the university's overarching purpose. We take our work seriously because we care - but we don't take ourselves too seriously! The University Relations culture is lively and dynamic; we value collaboration; and our staff is resourceful, enthusiastic, and hard-working.

The division is a fun, friendly, and open place, and our colleagues are supportive of and positive about each other's goals and aspirations. We often jump in to help where needed, rolling up our sleeves to get the job done. We dare to approach challenges as opportunities. We seek creative ways to overcome obstacles, at times with limited resources, while keeping our eye on the objective: helping students achieve their goals, providing crucial public service, and advancing life-changing research and discovery.

We hope you are inspired by what we do and are excited to contribute to our mission. We are looking for candidates who do great work, and we hope they come from a number of different backgrounds and experiences. We aspire to build an increasingly diverse, equitable, and inclusive workplace. We encourage you to apply even if you do not believe you meet every qualification for the position but possess transferable skills and experiences.

JOB SUMMARY

The Data Management unit of University Relations is under the Director of Data Management and is responsible for overseeing the collection and maintenance of the data stored in the Affinaquest and which supports the University of California, Santa Cruz's fundraising program, continuing alumni and parent support for the campus, and public relations and marketing efforts.

Affinaquest contains nearly 550,000 UC Santa Cruz constituent records including current and former students and their parents; current and former staff and faculty; donors and prospective donors; governmental, community, and educational leaders; volunteers, and other friends and supporters of the campus.

It is a moderately complex information system, and it is the official database of record for UC Santa Cruz private gift income, donors, and alumni. It is also the primary information resource for the outreach and fundraising efforts of the Chancellor, University Relations staff, and other campus departments.

Under the general supervision of the Associate Director of Data Management, Data Services, the Data Services Specialist is responsible for performing biographic and demographic data entry and data maintenance duties, as well as supporting other associated business and administrative activities of this office including the entry and maintenance of donation related data. The incumbent primarily uses computer tools to accomplish tasks, but duties also include the use of standard office and document imaging equipment. The incumbent performs these duties with minimal supervision.

APPOINTMENT INFORMATION

Budgeted Salary: $21.54 - $27.69/hour.  Salary commensurate with skills, qualifications and experience.
Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.

Benefits Level Eligibility: Mid level benefits

Schedule Information:

• Full-time, Fixed
• Percentage of Time: 100%, 40 Hours per Week
• Days of the Week: Mon-Fri
• Shift Includes: Day

Employee Classification: Limited appointment 

Job End Date: 5 months from hire date, with possibility of extension

Work Location: Scotts Valley / Remote

Union Representation: CX Union

Job Code Classification: 004772 (KEY ENTRY OPR LD)

Travel: Never or Rarely

JOB DUTIES

60% - Scheduled and Ad hoc Data Entry

• Utilize computer tools/applications including Google Docs/Microsoft Word and Google Sheets/Microsoft Excel to enter and manipulate constituent record data, verify associated demographic information, run reports to maintain Affinaquest constituent records. Regular data entry schedule includes:
   - Process mail returns and rectify related issues;
   - Process event invitation responses;
   - Process updates and additions resulting from telephone outreach;
   - Duplicate record research and other data entry error review and correction;
   - Manual Affinaquest updates from the alumni online service;
   - Support manual portion of semi-automated mass data integration interfaces including quality control and associate data corrections;
   - Departmental Affinaquest data update exchanges;
   - Mailing list updates;
   - Academic Information System (AIS) to Affinaquest graduate/undergraduate degree reconciliation (at least annually).
• Update constituent records in Affinaquest and Salesforce Marketing Cloud from requests received from UR and Campus staff and from constituents. Utilizing the UR Atlassian JIRA ticketing system and Salesforce Cases, receive, prioritize, clarify, track processing, and communicate these record updates.

15% - Data Projects

• Support data management projects as assigned.

10% - Support

• Engage with end users to gather feedback and recommend system and process enhancements designed to positively impact the stakeholder's overall experience. Employing a range of analytical tools, evaluate customer use and data needs to proactively address issues and provide services that will have the greatest impact for the division and campus. Participate in Information Management testing efforts for new and upgraded/updated reports, queries, procedures, functions, programs, and database conversions and upgrades.

5% - Gift Data Management

• Assist the gift administration team with gift biographic data updates and gift entry as needed during peak periods. Ad-hoc reporting for development staff requesting specific giving trends and information.

5% - Mass data cleansing

• Independently, and/or in coordination with the Associate Director of Data Management, execute software supported mass data cleansing procedures (such as address cleansing/profiling or email validation of several constituent records at one time.

5% - Training

• Support the Associate Director of Data Management in training, directing, and monitoring the work of Data Services students. Provide biographic data training to staff and student staff so they can effectively enter and update biographic data, independently or otherwise. Updates Data Services process documentation as needed.

REQUIRED QUALIFICATIONS

• Bachelor's degree in related area and / or equivalent experience / training.
• Dependable, conscientious, self-motivated, efficient and has a positive team attitude.
• Takes personal responsibility for all work activities and personal action, acknowledges mistakes and failures without blaming others.
• Ability to adhere to a regular work schedule.
• Strives to complete activities/projects in a timely manner on or before scheduled deadlines with very little to no errors.
• Ability to balance multiple tasks and projects at a time and seeks management guidance on prioritization when workload will impact on-time delivery.
• Experience in keyboarding, Mac and/or PC operating systems, Word Processing (Google Doc, Microsoft Word), Spreadsheet (Google Sheet, Microsoft Excel) alpha/numeric filing with the ability to learn and use the Affinaquest system.
• Ability to maintain a high degree of accuracy and attention to detail.
• Ability to work independently with minimum supervision and as a member of a coordinated, collaborative team, with sensitivity to others needs and schedules.
• Strong organizational skills with the ability to sort and track documents and projects systematically and efficiently.
• Strong communication, writing and office skills.
• Willingness and strong ability to efficiently learn new skills and computer programs while balancing this learning with completion of existing daily tasks.
• Analytic skills sufficient to identify issues, recommend courses of action, implement action plans, and evaluate results.
• Proven organizational and time management skills.
• Ability to perform effectively with frequent interruptions.
• Initiative and follow-through to complete a variety of assignments with a high level of attention to detail and accuracy.
• Adapting priorities quickly as circumstances dictate.
• Working independently and following through on assignments with little direction.
• Working as part of a collaborative team on projects toward a defined goal.

PREFERRED QUALIFICATIONS

• Experience using reporting tools such as Salesforce Reports, Apsona and CRM Analytics.
• Ability to train, direct/coordinate, and monitor the work of Data Services student staff.
• Experience working with advancement systems, preferably Affinaquest (or similar Salesforce CRM) and Salesforce Marketing.
• SOQL and SQL query experience.
• Bachelor's degree in related area and / or equivalent experience / training.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Ability to work long periods of time at a computer with or without accommodation.
• The selected candidate has the option to work a hybrid work schedule. If a hybrid work schedule is confirmed, the selected candidate must be able to work successfully from a home/remote office and be able to fulfill the requirements of the UCSC telecommuting agreement.
• This position requires the ability to report to campus to work in-person as operationally required, with reasonable notice as determined by your manager; travel expenses not covered.
• Ability to work a variable schedule including evenings and weekends.
• Ability to maintain appearance and conduct suitable for working in a professional setting.
• The University of California has implemented a Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California vaccine program.
• Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained here .

SAFETY STATEMENT

All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

EEO/AA

The University of California is an Equal Employment Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.