Biography Records Assistant

I. DEPARTMENT INFORMATION Job Description Summary:
This position will assist the Biographical Records team in coordinating and fulfilling complex data processing tasks and projects within the Constituent Records department. Maintains data quality and integrity standards of entered biographical and gift data in Advance, DARs database of record. Ensures biographical data are properly updated and maintained in Advance, and donations to the university are properly received, entered, and receipted in Advance.

The Biography Records Assistant handles the day-to-day processing and recording of constituent data in compliance of departmental procedures, policies and governmental regulations as all impact data integrity, records management, gift processing, and donor confidentiality.

Exercise a high level of independence with a focus on accuracy and reliability of constituent biographical and gift data.

Identify reactive data entry research needs. Review, process, and enter biographical data for constituents into Advance, including address changes, e-mail and telephone updates, committee participation, and philanthropic interests.

Review and process gifts into the Advance database and the universitys on-line giving platform (Luminate) and payment gateway (GiveCampus). Assist in the remote deposit of checks and authorization of credit cards through point-of-sale machine.

Demonstrates a high commitment to quality with strong judgement skills.

Duties include:
Enter biographical data for constituents into Advance, including address changes, e mail and telephone updates, committee participation, philanthropic interests, etc.
Act as a liaison with other University Advancement departments, as well as other university administrative offices to provide recommendations for procedural changes and in other matters pertaining to biographical and gift records.
Solicit updated constituent information from university colleagues and retrieve updated information submitted voluntarily from alumni through websites, emails, mail, phone calls, and other university contacts.
Monitor the flow of biographical entry requests to make certain that deadlines are met.
Provide daily monitoring of correspondence through organization email accounts, and respond promptly to data change requests from alumni, university staff, and internal clients.
Identify and execute Biographical Records data projects that impacts and requires partnerships with other units in University Advancement and GWIT to fulfill.
Assist the Director, Biographical Records, with data-integrity checks through quality and auditing reviews.
Assist in training of staff on processing constituent records data. Follow departmental procedure, university policies, and governmental regulations as all impact data management, data integrity, gift processing, and donor confidentiality of records maintained by the university.
Make recommendations for procedural changes to improve the efficiency and effectiveness of processes that impact biographical and gift records, in order to better to support the universitys advancement efforts.
Perform other work-related duties as assigned. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position.

Minimum Qualifications:
Qualified candidates will hold a Bachelors degree in an appropriate area of specialization. Degree must be conferred by the start date of the position. Degree requirements may be substituted with an equivalent combination of education, training and experience.

Additional Required Licenses/Certifications/Posting Specific Minimum Qualifications:

Preferred Qualifications:

II. POSITION INFORMATION Campus Location: :
Foggy Bottom, Washington, D.C.

College/School/Department: :
University Advancement

Family:

Sub-Family:

Stream:

Level:

Full-Time/Part-Time:

Hours Per Week:
40

Hiring Range:
24.81

Work Schedule:
Monday-Friday 8:30am - 5:00pm

Position Designation:

Employee Onsite Status:
On-campus (in person)

Required Background Check:
Criminal History Screening, Education/Degree/Certifications Verification, Social Security Number Trace, and Sex Offender Registry Search

Special Instructions to Applicants:
This temporary position is scheduled to end on June 30, 2026.

Position Type:

Posting Number:
T001022

Job Open Date:
10/01/2025

Job Close Date:

Open Until Filled:
Yes

Applicant Review Will Commence On:

Background Screening:
Successful Completion of a Background Screening will be required as a condition of hire.

EEO Statement:

The university is an Equal Employment Opportunity employer that does not unlawfully discriminate in any of its programs or activities on the basis of race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity or expression, or on any other basis prohibited by applicable law.