Database Coordinator

Posting Details

Posting #: 5705
Position Status: Full-time regular
Location: San Diego
Position Type: Staff, University Advancement

Database Coordinator;
University Advancement

The Advancement Operations department operates within the University Advancement division and includes the departments of Advancement Services, Annual Giving and Donor Relations.

The University of San Diego, an engaged and contemporary Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background.

The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity’s urgent challenges .

The database coordinator is an integral member of the Advancement Technology Services (ATS) team, responsible for the integrity of information maintained in the constituent database, Affinaquest Advancement RM (AQ)/Salesforce, which effects all correspondence, solicitations, other mail, and telephone contact between the University of San Diego and external constituents (alumni, parents, corporations, foundations, friends, etc.). This position is accountable for the accuracy and integrity of all constituent data records, implements quality control mechanisms, performs data entry, and recommends and implements policies, procedures, and guidelines for data entry when necessary.

The database coordinator is the subject matter expert on all guidelines and best practices associated with data entry, data integrity, and maintenance, and is responsible for resolving problems arising from ambiguity of data. The database coordinator oversees the day-to-day demographic integrity of the database which may include conducting weekly and monthly audits of the data to confirm use of accurate data entry processes.

This position oversees and executes the flow of data between other outreach and constituent engagement management systems such as Give Campus and Paciolan, including formatting and translating data and ensuring standard practices are enforced prior to accepting data inputs or pushing data to other systems.

• Responsible for maintaining all aspects of demographic information in the constituent database (AQ/Salesforce) and the constituent engagement management system (Give Campus) including data entry and data integrity.
• This position is solely responsible for the integrity and sourcing of biographical and demographic data in AQ/Salesforce.
• This position is solely responsible for all demographic Entity Update requests received from all users at all levels in order to receive, research, and correct data in the database in a timely fashion.
• Oversee the progress of all biographical projects by coordinating and delegating projects to ensure data integrity by analyzing bio data integrity reports along with data received from returned mail, schools, and departments, via online community, email, electronic system information from sharing departments, internet paid sources, outreach, customer relations, and various internet sites.
• Collaborate in updating and/or creating policies and procedures according to data entry standards.
• As needed, in cooperation with ITS, perform record merge for non-affiliated entities from the Give Campus and Paciolan (Athletics ticketing and marketing platform) constituent engagement management systems.
• Oversee all imports and exports of data to and from Talkdesk, Give Campus, Paciolan, and other sources daily, ensuring that imported data conforms to advancement standards and best practices.
  • Responsible for continuous creation of all new student, parent, grandparent, alumni/ae, and corporate/foundation donor records.
• Using the Banner database system research all student information to make sure that enrollment status and degree information are accurate and up to date.
• Generate all new student admissions applications from the Banner system for the purpose of prospect research.
• Review incoming data during data upload periods from Banner.
• Use views to…