Database Records Specialist
Colorado College, Colorado Springs, CO, United States
Database Records Specialist
Job Summary The Database Records Specialist manages, interprets, collects, reviews and researches data from a variety of databases, applying standards, procedures and regulations to maintain data needs for Advancement Services and other college departments.
Responsibilities
Receive and manage new and updated personal information (address, employment, marital status, relationships, education, activities, interests) from sources such as returned mail, gift documents, alumni and parent surveys, data attachments, letters and phone calls; research and verify this information via phone calls, mailings, e‑mail and internet searches.
Perform data entry in the college constituent database system (CRM) while safeguarding confidentiality; gather, review and manage information from Advancement software systems—including Emma, GiveCampus, 12Twenty, Blackthorn and PeopleGrove—to update constituent records; maintain hard‑copy files as needed.
Complete data transfers from secondary databases across campus, including Slate, Patron Manager, and third‑party data companies using APIs, ITS/Records processes, Salesforce plug‑ins and Excel.
Review data from significant constituent loads (graduating students, new students, new parents); provide input to improve the data load process.
Develop data integrity reports using Apsona and Salesforce; review reports, correct data errors; establish and maintain consistent communication systems with key college units affected by data integrity issues.
Facilitate communication and collaboration among diverse groups to resolve data integrity issues and duplicate record problems.
Communicate directly with alumni, parents and other members of the college community regarding inquiries and requests to update information; partner with department staff to solve problems and make decisions regarding demographic data.
Assist in special database projects.
Participate in the identification and implementation of new procedures based on experience and assessment of organizational needs, focusing on quality and operational efficiency.
Assist in drafting and maintaining procedures to reflect operational changes.
Extract data from GiveCampus, Blackthorn, Patron Manager and other platforms; evaluate data and complete transfers.
Train end‑users on the appropriate use of CRM platforms used in Advancement.
Partner with Advancement leadership and vendors to provide input for new software platforms.
Test new software systematically to detect issues; develop reports for the implementation team to correct errors.
Actively support the college’s commitment to anti‑racism, diversity, inclusion, and equity in the community.
Promote a culture of safety and environmental protection; report unsafe situations promptly and follow college procedures.
Demonstrate environmental sustainability by using college resources wisely and supporting sustainability initiatives.
Perform other duties as assigned.
Minimum Qualifications
High school graduate with a minimum of two years of experience in data entry and customer relations.
Experience researching on the Internet.
Proficiency in Microsoft Office suite, with advanced knowledge of Excel and database programs.
Excellent phone and customer service skills.
Ability to communicate effectively and develop positive relationships with people from diverse cultural backgrounds.
Commitment to adhere to strict ethical and confidentiality guidelines.
Ability to handle multiple tasks and a variable workload.
Basic knowledge of standard office equipment (computer, printer, copier, telephone, calculator).
Physical requirements include finger and wrist dexterity and hand/eye coordination for keyboard functions.
Preferred Qualifications
Associate's degree or some college coursework.
Other Position Details
Does not supervise others.
Position does not involve driving college vehicles.
Application Instructions
Application Deadline: 4/21/2026.
This position is not eligible for visa sponsorship.
Anticipated Hiring Salary Range
$17.74 to $20.40 per hour.
What We Offer
Medical, Dental, and Vision Insurance.
Paid vacation and sick time – accrual of 0.085 vacation hours for each hour worked and 0.0462 hours of sick time for each hour worked.
Paid seasonal breaks and holidays.
403(b) retirement plans: employee contribution 5% of pay and college contribution 10%.
Tuition benefits for employees and eligible dependents.
Public Service Loan Forgiveness (PSLF) assistance program.
Wellness benefits: free access to the sports center, swimming pool, arts and crafts, outdoor programs, and financial consultants.
E-Verify Information This organization participates in E-Verify.
Accommodation Statement If you have a disability and need accommodations during the application or interview process, please contact Human Resources at HR@coloradocollege.edu as early as possible.
Leave Information Please refer to our leave policies and accrual information for details.
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Job Summary The Database Records Specialist manages, interprets, collects, reviews and researches data from a variety of databases, applying standards, procedures and regulations to maintain data needs for Advancement Services and other college departments.
Responsibilities
Receive and manage new and updated personal information (address, employment, marital status, relationships, education, activities, interests) from sources such as returned mail, gift documents, alumni and parent surveys, data attachments, letters and phone calls; research and verify this information via phone calls, mailings, e‑mail and internet searches.
Perform data entry in the college constituent database system (CRM) while safeguarding confidentiality; gather, review and manage information from Advancement software systems—including Emma, GiveCampus, 12Twenty, Blackthorn and PeopleGrove—to update constituent records; maintain hard‑copy files as needed.
Complete data transfers from secondary databases across campus, including Slate, Patron Manager, and third‑party data companies using APIs, ITS/Records processes, Salesforce plug‑ins and Excel.
Review data from significant constituent loads (graduating students, new students, new parents); provide input to improve the data load process.
Develop data integrity reports using Apsona and Salesforce; review reports, correct data errors; establish and maintain consistent communication systems with key college units affected by data integrity issues.
Facilitate communication and collaboration among diverse groups to resolve data integrity issues and duplicate record problems.
Communicate directly with alumni, parents and other members of the college community regarding inquiries and requests to update information; partner with department staff to solve problems and make decisions regarding demographic data.
Assist in special database projects.
Participate in the identification and implementation of new procedures based on experience and assessment of organizational needs, focusing on quality and operational efficiency.
Assist in drafting and maintaining procedures to reflect operational changes.
Extract data from GiveCampus, Blackthorn, Patron Manager and other platforms; evaluate data and complete transfers.
Train end‑users on the appropriate use of CRM platforms used in Advancement.
Partner with Advancement leadership and vendors to provide input for new software platforms.
Test new software systematically to detect issues; develop reports for the implementation team to correct errors.
Actively support the college’s commitment to anti‑racism, diversity, inclusion, and equity in the community.
Promote a culture of safety and environmental protection; report unsafe situations promptly and follow college procedures.
Demonstrate environmental sustainability by using college resources wisely and supporting sustainability initiatives.
Perform other duties as assigned.
Minimum Qualifications
High school graduate with a minimum of two years of experience in data entry and customer relations.
Experience researching on the Internet.
Proficiency in Microsoft Office suite, with advanced knowledge of Excel and database programs.
Excellent phone and customer service skills.
Ability to communicate effectively and develop positive relationships with people from diverse cultural backgrounds.
Commitment to adhere to strict ethical and confidentiality guidelines.
Ability to handle multiple tasks and a variable workload.
Basic knowledge of standard office equipment (computer, printer, copier, telephone, calculator).
Physical requirements include finger and wrist dexterity and hand/eye coordination for keyboard functions.
Preferred Qualifications
Associate's degree or some college coursework.
Other Position Details
Does not supervise others.
Position does not involve driving college vehicles.
Application Instructions
Application Deadline: 4/21/2026.
This position is not eligible for visa sponsorship.
Anticipated Hiring Salary Range
$17.74 to $20.40 per hour.
What We Offer
Medical, Dental, and Vision Insurance.
Paid vacation and sick time – accrual of 0.085 vacation hours for each hour worked and 0.0462 hours of sick time for each hour worked.
Paid seasonal breaks and holidays.
403(b) retirement plans: employee contribution 5% of pay and college contribution 10%.
Tuition benefits for employees and eligible dependents.
Public Service Loan Forgiveness (PSLF) assistance program.
Wellness benefits: free access to the sports center, swimming pool, arts and crafts, outdoor programs, and financial consultants.
E-Verify Information This organization participates in E-Verify.
Accommodation Statement If you have a disability and need accommodations during the application or interview process, please contact Human Resources at HR@coloradocollege.edu as early as possible.
Leave Information Please refer to our leave policies and accrual information for details.
#J-18808-Ljbffr