POSITION IDENTIFICATION
TITLE Biographical Records Technician
CLASSIFICATION NUMBER 3565
GRADE 13
CLASSIFICATION Nonexempt
IMMEDIATE SUPERVISOR Director of Technology & Data Services – University Advancement
GENERAL FUNCTION
The Biographical Records Technician is responsible for maintaining data integrity within and between University Advancement systems by researching, analyzing, and updating constituent’s biographical data to ensure constituent accuracy to drive fundraising goals. This position also assists in managing the physical and electronic file retention for constituent’s biographical data. This role organizes, catalogs, and retrieves records efficiently, adhering to department, organizational and legal standards. Biographical data includes but is not limited to a constituent’s name, birth and death date, marital and employment status, non-MSU degree data and contact information and preference.
MINIMUM ACCEPTABLE QAULIFICATIONS
Education: A high school diploma is required. Completion of college courses or specialized training beyond the high school level emphasizing office procedures, research, or computer applications is preferred.
Experience: One year experience in biographical research, records management, or a similar role is preferred. Three years of experience in an administrative office using spreadsheet, database, email, and network functions, including at least one year of documented advanced level use of word processing, spreadsheet, and database applications required. Microsoft Office Specialist Certification can be substituted for the minimum experience requirements.
Skills: Must be able to follow directions and adhere to data standards set forth to ensure data accuracy. Must be detail oriented. The ability to prioritize, work independently and plan, execute and complete a variety of projects is required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.
Effort: This position is primarily sedentary and does involve bending, kneeling, or reaching in a physical file room. The position requires daily keyboarding and may be extensive at times.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Performs regular tasks and projects to accurately research and maintain constituent biographical data within internal Advancement systems from multiple various external sources.
2.Works to identify and helps resolve duplicate constituent records in the system and file room to ensure data integrity and accurate biographical records,
3. Uses University Advancement-approved sources and methodologies to verify accurate constituent biographical data and provides updates from those sources’ effectiveness through research.
4. Adheres to data standards, relevant regulations, and ethical standards, for biographical research and data entry, providing feedback and training for improvement as necessary to the department for maintaining records in digital and physical formats, ensuring accuracy and confidentiality standards.
5. Helps establish and documents data standards for entry into University Advancement’s constituent system of record and provides guidance to others in the department as to appropriate biographical data entry.
6. Manages accurate filing, retention, and secure destruction of physical constituent documents in the file room based on document retention guidelines as set by Foundation auditors and/or University Advancement, and legal standards.
7. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses as required by the supervisor.
8. Promotes a positive and professional image of the department by being knowledgeable about various departmental procedures and policies, appropriately answering questions asked by alumni, donors, faculty, staff, or others doing business with the department, and referring questions or issues beyond the scope of one’s expertise to the appropriate administrator.
9. Occasionally performs receptionist duties by receiving and greeting visitors and University personnel, directing them to the appropriate office or persons, providing information or materials in response to routine inquiries, answering the telephone, taking messages or routing calls according to office procedures utilizing organizational familiarity and necessary discretion, and making appointments as appropriate.
10. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
11. Contributes to the overall success of the Advancement Services office by performing all other essential duties as assigned.
SUPERVISION
The Biographical Research & Records Technician may supervise part time and student employees.
OFFICE OF HUMAN RESOURCES
July 2024
