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Assistant Director, Records Quality

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Position Details

Position Information

Title Assistant Director, Records Quality
Department Development Office (9903)
Location Main Campus
Position Summary

Act both as a leader and a member of a growing Development Records Quality & Services (DRQS) team, support the management and enhancement of the development data needed to drive the success of the University Development Program (UDP). Develop a broad and deep understanding of development and fundraising best practices to best support the data and information needs for key constituent segments at each stage of the development cycle.

Under the supervision of the Director of Development Records Quality & Services (Director), lead the effort establish and implement records maintenance and records enhancement policies and procedures. Assist in implementing records maintenance processes following industry best practices and UDP Data Governance Team decisions. This includes managing staff, performing and managing data quality checks using query tools within the database, partnering with technical staff on creating advanced data quality reports, and managing data cleanup projects.

Additionally, participate in the following activities of the department as directed:

• Testing and verification of new processes and imports.
• Assisting database users with data storage questions and best practices.
• Supporting Director in data enhancement projects.

Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; state and optional retirement plans; access to UA recreation and cultural activities; and more!

Accepting a new position is a big life step. We want potential candidates and their families to be able to make informed decisions. Candidates who are considering relocation to the Tucson or Phoenix area, and have been offered an on-site interview, are encouraged to use the free services offered by Above & Beyond Relocation Services (ABRS).Ask your department contact to be introduced to ABRS prior to your visit.

The University of Arizona has been listed by Forbes as one of America’s Best Employers in the United States and WorldatWork and the Arizona Department of Health Services have recognized us for our innovative work-life programs. For more information about working at the University of Arizona, please click here.

Duties & Responsibilities

Supervisory responsibilities include hiring, training, and managing DRQS staff focused on supporting data quality. This includes overseeing the annual performance management process as well as acting as a resource and mentor for team members. Delegate work and projects to employees based on their skill sets, knowledge, and experience. Provide guidance and direction for appropriate training and ongoing professional development for DRQS staff.

Essential Functions
Support the Director in implementing the strategic vision for the DRQS team, which includes working towards specific individual and team goals and aligning work towards best practices with a focus on service excellence.

Records Maintenance:
• Mange requests received form UPD colleagues via ticketing system and other intake methods.
• Develop, manage, maintain, and run data integrity queries to ensure development staff have the highest quality information to reach alumni and friends and steward them through the donor life-cycle.
• Research information about alumni, donors and friends of the University using multiple sources, including but not limited to: the internet, the student information system (UAccess), newspapers, press releases, public records, and other subscription-based databases (including LexisNexis).
• Exercise a high degree of independence to ensure the accurate and timely handling/updating of constituent biographical information in support of the UDP’s fundraising activities.
• In partnership with the Director, document and implement data entry and data stewardship guidelines, policies, and procedures; encourage compliance with data entry policies and procedures; monitor data entry to minimize duplicates and errors; validate and correct data and update the system; implement and follow procedural changes for processing such transactions; and manage and update data using department integrity queries and reports.
• Work to maintain data quality and integrity standards for the maintenance and acquisition of biographical data for the UDP’s development database, which houses more than 900,000 records of alumni, donors, and friends
• Communicate and collaborate with key partners to identify and assess data needs and services for UDP stakeholders including Prospect Development, Intercollegiate Athletics, Gift Records, all fundraisers and other groups on campus with interest in UDP records.
• Ensure that quality biographical data is entered in the Raiser’s Edge system using information obtained from a variety of sources, including: data received through Blackbaud NetCommunity (BBNC), the Telephone Outreach Program (TOP), the University of Arizona student information systems, the National Change of Address (NCOA) updates, returned mail from UDP mailings, and other information provided by UDP staff.
• Orient, train, mentor, coach, and develop staff members, encouraging an appropriate level of independence and supporting professional growth.
• Establish, communicate, monitor, and reinforce staff accountability and performance expectations via team and individual metrics.

Other DRQS Duties:
• Serve as a supporting team member on the Blackbaud CRM (BBCRM) implementation and database conversion project, assisting with the development and implementation of new processes for data management and improved data enhancement to increase data integrity and improve the efficiency of our fundraising programs in BBCRM.
• Maintain acute awareness of best practices, technology changes, and current issues within the advancement profession by developing and maintaining a network of contacts with other records management professionals while also seeking opportunities for professional development that will enhance job performance. Additionally, be aware of the goals and activities of the University and its peer institutions to adapt the strategic vision of the department.
• Perform other duties as assigned.

Knowledge, Skills, & Abilities

• Demonstrated skill and knowledge of, or ability to learn quickly, the internal workings of the University of Arizona Development Program as well as the technology tools available, including The Raiser’s Edge (RE) and BBCRM, a Microsoft Windows computer environment, and the Microsoft Office suite.
• Knowledge of, or the ability to learn quickly, the principles, practices, and techniques working on data/records quality initiatives in a complex and decentralized development organization, including an understanding of how data quality and records management services are integrated into those operations.
• High proficiency with query and analysis techniques and tools used to import, maintain, retrieve, and report on information stored in the UDP’s main development system.
• Ability to apply critical thinking skills to determine accuracy and completeness of data in a complex database.
• Proficiency and comfort with investigating and solving problems and making independent decisions.
• Skill in establishing and maintaining effective working relationships, including the ability to communicate effectively with fundraising services groups as well as the larger UDP staff and leadership. Strong commitment to customer service required.
• Strong verbal and writing skills, high attention to detail and follow-up, and excellent organizational skills are required – including the ability to work on multiple projects simultaneously.
• Ability to manage confidential information with discretion and tact required.
• Must be flexible and adaptable to new programs in an emerging and changing environment.

Minimum Qualifications

• Experience using a development or fundraising database (for example, Raiser’s Edge or Blackbaud CRM).
• Experience verifying/proofing data using a relational database, including 6 months of experience reconciling complex data entry discrepancies.
• Experience developing, managing, and maintaining complex queries and exports from a fundraising database.
• Experience and comfort in working closely with frontline development officers and/or other internal stakeholders or clients.
• Any equivalent combination of experience, training and/or education.

Preferred Qualifications

• Bachelor’s Degree in a related field (Business Administration, Social Sciences, Library & Information Science, Nonprofit Management, etc.) desirable.
• Previous experience in managing a small team.
• Ability to articulate and present ideas both in person and in writing to a range of audiences from development services to front-line development officers.
• Ability to demonstrate leadership and develop influence in a matrix-oriented work environment without requiring positional authority.

FLSA Exempt
Full Time/Part Time Full Time
Number of Hours Worked per Week 40
Job Category Administrative and Professional
Benefits Eligible Yes - Full Benefits
Posted Rate of Pay DOE
Type of criminal background check required: Name-based criminal background check (non-security sensitive)

Posting Detail Information

Posting Number A22308
Number of Vacancies One
Desired Start Date
Position End Date (if temporary)
Limited to Current UA Employees No
Contact Information for Candidates

Ellyn Chitwood
ellyn.chitwood@uafoundation.org

Open Date 12/22/2017
Close Date
Open Until Filled Yes
Review Begins On 01/15/2018
Special Instructions to Applicant
Diversity Statement

At the University of Arizona, we value our inclusive climate because we know that diversity in experiences and perspectives is vital to advancing innovation, critical thinking, solving complex problems, and creating an inclusive academic community. We translate these values into action by seeking individuals who have experience and expertise working with diverse students, colleagues and constituencies. Because we seek a workforce with a wide range of perspectives and experiences, we encourage diverse candidates to apply, including people of color, women, veterans, and individuals with disabilities. As an Employer of National Service, we also welcome alumni of AmeriCorps, Peace Corps, and other national service programs and others who will help us advance our Inclusive Excellence initiative aimed at creating a university that values student, staff and faculty engagement in addressing issues of diversity and inclusiveness.

Quick Link for Internal Postings http://uacareers.com/postings/25166

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Where did you first learn about this position?
    • Arizona Daily Star
    • Arizona Republic
    • ArizonaDiversity.com
    • Careerbuilder.com
    • Chronicle of Higher Education
    • Department of Economic Security (DES)
    • Diverse Issues in Higher Education
    • HigherEdsJobs.com
    • Hispanic Outlook in Higher Education
    • Indeed.com
    • InsideHigherEd.com
    • Jobing.Com
    • LinkedIn
    • Local Job Banks
    • Pima County One-Stop
    • Professional Conference
    • Professional journal/publication
    • Referred by UA Employee
    • Invited by Dept to Apply
    • UA Website
    • Other
  2. * Do you have: (a) experience using a development or fundraising database (e.g., Raiser's Edge, Blackbaud CRM); (b) experience verifying/proofing data using a relational database; (c) experience developing, managing, and maintaining complex queries and exports; AND, (d) experience and comfort working closely with frontline development officers and/or other internal stakeholders or clients? Alternatively, do you have an equivalent combination of experience, training, and/or education?
    • Yes
    • No

Documents Needed to Apply

Required Documents
  1. Cover Letter
  2. Resume
Optional Documents