Document Management and Records Associate

Job Category : Records Information & Document Management

Requisition Number : DOCUM
001767

• Full-Time
• On-site

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VISION: Transform the university through the power of generosity.
MISSION: Unite donor passions with university priorities to elevate the impact of Oklahoma State University.
DEPARTMENT

PURPOSE:

The Records and Gift Management team contributes to the mission by collaboratively providing expertise in handling donations, maintaining accurate records and ensuring compliance with regulations essential for building and maintaining strong donor relationships and supporting all fundraising efforts. Specifically, Records and Information Management is responsible for managing the constituent and organization records in the Foundation’s CRM, which includes implementing and maintaining new records processes, data entry, data enrichment, and data integrity audits.

In addition, it is responsible for overseeing the Foundation’s document management system.
PRIMARY

PURPOSE:

Develop and oversee the methods, strategies, and tools that are used to capture, store, manage, preserve, and deliver documents associated with organizational processes; serve as a mentor and provide leadership of daily document management processes; train all staff on usage of document management system; responsible for biographical updates in the alumni/development database.
KEY AREAS OF FOCUS:
Maintain the Document Management System (40%)

• Review and categorize all documents for proper file assignment within the Document Management System.
• Oversee importing, scanning, and indexing of documents using multiple scanners and workstations.
• Execute quality assurance processes to ensure document and data integrity.
• Develop and maintain day-to-day policies and procedures to promote successful performance of scanning systems and DMS.
• Identify, analyze, and resolve errors or problems within the scanning process.
• Oversee and coordinate the daily work schedule for the scanners and adjust as needed.
• Oversee the document management system and serve as technical administrator.

Biographical Data Management in the Alumni/Development Database (40%)

• Process new or updated information into the database as needed including updating, verifying, and correcting data from various sources.
• Compare old and new information and make decisions about updates and corrections based on the information received and gathered using additional sources.
• Process requests for updating biographical information via the Records Management ticket queue and make appropriate updates in the database.
• Utilize data integrity audits to identify and correct errors and make changes as needed.
• Read, apply, explain, and implement written procedures regarding biographical data entry processes.
• Facilitate and oversee regular Document Management Committee meetings.
• Serve as a liaison between functional and technical staff in daily operations.
• Provide users with technical support and troubleshooting.
• Develop and execute strategies for continuous quality improvement in services to and communications with departments that utilize the DMS.
• Facilitate training courses on the DMS as needed.

Other duties as assigned (5%)
JOB COMPETENCIES AND

EXPERIENCE:


Education & Certifications-

• High School diploma or equivalent experience required.
• Bachelor's degree in business administration, information management, or related field preferred.

Experience-

• Document Management Expertise – Experience managing electronic document management systems (DMS), including scanning, indexing, and categorizing documents.
• Quality Assurance – Ability to execute quality control processes to ensure document and data integrity.
• Technical Skills – Proficiency with…