Assistant Manager of Records Management

• This position is structured as a permanent position within the Division of Development & Alumni Relations. We are unable to sponsor a work visa for this position.
• This position is open until filled with priority given to applications submitted by November 6, 2026. Please submit a cover letter and resume to include three references. The cover letter should address the interest in the position, qualifications, and relevant experience.

High school diploma or equivalent and 5 years of related experience

• Associate or bachelor's degree preferred with any related experience, such as data entry, Microsoft suite of products, Blackbaud products, CRM database systems.
• Professional office experience supervising other professional staff.
• Exhibits behavior that supports the mission, vision, and values of the University of Georgia.

• Knowledge of constituent relationship management (CRM) systems and database quality principles preferably in advancement, fundraising or alumni relations environments
• Strong attention to detail and a demonstrated ability to detect anomalies, inconsistencies and trends that affect data quality
• Project management skills to coordinate data quality initiatives, prioritize work and manage multiple responsibilities simultaneously
• Process improvement mindset focused on streamlining workflows and reducing opportunities for data errors
• Collaboration skills to work effectively with direct reports, colleagues, and stakeholders across departments
• Strong reading comprehension skills
• Excellent verbal and nonverbal communication skills and the ability to deal effectively and professionally with a variety of people at variable levels
• Self-starter, takes initiative, and can work independently as well as in a team environment
• Ability to follow directions and meet deadlines
• Ability to receive constructive feedback on a regular basis pertaining to overall performance and internal metrics
• People management skills including training and coaching abilities to educate users on data standards
• Demonstrated customer service orientation
• Proficiency in Microsoft Excel, Microsoft Access, and Microsoft Word
• High standard of professionalism
• Sound judgement and discretion in handling confidential and sensitive constituent information
• Ability to adapt to new technology
• Display learning agility which is the ability and willingness to learn from experience and apply that to new situations in a successful manner
• Communicates and employs interpersonal actions that model high standards of professional, responsible, accountable, and ethical conduct

• Through open, honest, and respectful communication, all staff, supervisors, and colleagues of the Division of Development & Alumni Relations are expected to interact with fairness, compassion, and decency. All employees will be held accountable for meeting the expectation of promoting a stable, productive, and healthy work environment.
• Adherence to CASE standards and commonly accepted industry standards relating to fundraising reporting are expected of all fundraisers. All fundraisers will be held accountable for meeting this expectation.

• Work in a standard office environment
• Sit and work at a computer workstation for an extended amount of time
• Work using electronic mail, telephone, face-to-face discussions, paper form correspondence
• Communicate effectively in writing, speaking, and listening
• Apply skills and knowledge across a variety of tasks to perform successfully in new situations
• Organize and establish priorities; Remember detail; Multi-task
• Lift and/or move up to 20 pounds
• Walk, stand, stoop, lift, kneel, climb

• Access, download, review and analyze quality assurance reports and other system-generated information to evaluate updates processed by system users and identify potential data quality issues, inconsistencies, or deviations from established practices.
• Reconcile new records and biographical updates using audit reports, system history, and other available resources to verify the accuracy and completeness of information entered into the system.
• Independently investigate complex or unusual data quality issues, determine appropriate resolutions within established policies and procedures, and coordinate with system users, departmental staff, and other stakeholders as necessary to resolve discrepancies.
• Administer and evaluate established QA processes, reports, tracking mechanisms, and documentation used to monitor the quality and integrity of constituent data across the decentralized database.
• Analyze QA findings and error trends to identify recurring issues, areas of risk, process deficiencies, and opportunities to improve data quality and user practices; communicate recommendations for process improvements to the Associate Director of Records Management as appropriate.
• Communicate with system users regarding identified errors or questionable updates and provide timely, clear, and appropriate guidance regarding required corrections and proper data entry procedures.
• Serve as a subject matter resource to system users and departmental staff by interpreting data standards, explaining appropriate procedures, answering complex questions, and providing guidance for resolving constituent data issues.
• Determine when additional research, documentation or consultation is necessary to validate constituent information and ensure that updates are supported by reliable sources.
• Compare information maintained in the CRM with independently researched information and information provided by campus or external sources to assess accuracy, identify discrepancies, and determine appropriate updates.
• Utilize queries, established reports, audit information, and other data analysis tools to identify and address data quality issues and conduct targeted database cleanup and maintenance projects.
• Monitor and maintain the established schedule for reviewing and modifying the duplicate entity report and coordinate follow-up activities necessary to support accurate constituent identification and record integrity.
• Document and track errors identified through the departmental error workflow, monitor corrective action and verify that appropriates resolutions have been completed.
• Identify trends in user errors and communicate findings to departmental leadership to support the development or modification of training, procedures, and quality assurance practices.
• Assist with the compilation, analysis and reporting of monthly data quality metrics to evaluate departmental workload, QA activity, error trends, and progress towards data quality objectives.
• Collaborate with the Associate Director of Records Management and other departmental staff to establish priorities for data quality initiatives, database cleanup projects, reporting needs, and process improvements.

• Directly supervise the Data Quality Specialist by providing ongoing direction, guidance and support regarding assignments, departmental priorities, established procedures, and performance expectations.
• Plan, assign, prioritize, and monitor workloads based on departmental needs, project requirements, deadlines, and available resources. Adjust assignments and priorities as necessary to support timely and effective completion of responsibilities.
• Collaborate with the Associate Director of Records Management to establish short and long-term priorities, coordinate workloads, address challenges and ensure assigned responsibilities remain aligned with departmental objectives.
• Establish and monitor assignments and project milestones within the departmental project management platform to track progress, maintain accountability, identify potential delays, and ensure appropriate follow-through.
• Review completed work for accuracy, completeness, timeliness, and adherence to established departmental procedures and data quality standards. Provide feedback and address identified deficiencies as appropriate.
• Maintain regular communication with the employee regarding workload, assignment status, questions, challenges, and operational concerns. Identify issues requiring additional guidance or escalation and facilitate timely resolution.
• Establish performance expectations in conjunction with the Associate Director of Records Management, provide ongoing feedback and coaching, address performance concerns, and document issues requiring further action. Recommend corrective action to the Associate Director of Records Management, as appropriate and in accordance with university policies and procedures.
• Conduct annual performance evaluations in accordance with university policies and procedures, assessing performance against established expectations and identifying goals, accomplishments, and areas for improvement.
• Participate in hiring activities including evaluating candidates, participating in interviews, providing input on candidate selection, and making recommendations to the Associate Director of Records Management regarding staffing needs and personnel decisions.
• Coordinate and oversee onboarding and training for the Data Quality Specialist, ensuring the employee receives all appropriate training, understands departmental responsibilities and procedures, and develops the knowledge and skills necessary to perform duties effectively.
• Identify potential professional development opportunities to strengthen technical knowledge, job proficiency, problem-solving skills and overall job performance.

• Monitor incoming departmental mail, email and other update requests, assess their nature and complexity, and coordinate their distribution with more involved requests assigned to the Data Quality Specialist and routine processing delegated to student assistants. Personally research and resolve unique or complex requests requiring advanced knowledge, nuanced interpretation, or specialized handling. Ensure requests are addressed in a timely manner and in accordance with departmental and University standards.
• Participate directly in complex or specialized data projects requiring advanced subject matter knowledge, nuanced interpretation, and a heightened level of discretion. Review information from multiple sources to support accurate updates and maintain the integrity of constituent records, including those involving prominent individuals, specialized audiences, or complex constituent relationships.
• Research and create records for corporations, foundations, government agencies, educational institutions, and other organizations in accordance with established departmental procedures.
• Serve as the primary subject matter expert for processing interaction batches submitted by campus users through batch upload functionality. Identify recurring formatting issues, provide guidance on best practices, and collaborate with AIT colleagues to resolve errors and improve batch processing accuracy and efficiency.
• Maintain strict confidentiality and safeguard sensitive information throughout all processing activities and projects, including information protected under FERPA and personally identifiable or financial information, in accordance with university policies and applicable requirements.

• Manage the recruitment and selection of student assistants, including assessing departmental staffing needs, evaluating candidates, and making hiring decisions as authorized.
• Train new student employees in the use of departmental systems, data entry processes, research methods, and applicable departmental procedures. Provide ongoing guidance and clarification to reinforce accuracy, consistency, and adherence to established practices.
• Develop and maintain student work schedules that accommodate class schedules and departmental staffing needs. Monitor and review student timecards for accuracy and coordinate any necessary adjustments or follow-up.
• Evaluate departmental workload and priorities to assign appropriate projects and processing tasks to student assistants. Communicate assignment requirements, expectations, and deadlines, and adjust assignments as needed to support operational needs.
• Monitor student progress on assigned projects, track completion, and provide guidance to address questions, resolve routine issues, and maintain productivity.
• Review completed student work for accuracy, completeness, and timeliness. Identify recurring issues and provide necessary corrective guidance in accordance with departmental procedures.

• Develop, maintain, and update training materials, instructional resources, and onboarding processes for newly hired full-time employees to reflect established departmental procedures and current system practices.
• Coordinate training schedules and provide instruction on core departmental workflows, constituent database updates, research methods, data entry practices, and applicable data quality standards.
• Provide guidance and clarification as new employees apply training to assigned responsibilities. Monitor work during the initial training and onboarding period, identify areas requiring additional instruction, and provide timely, constructive feedback to support accuracy, consistency, and proficiency.
• Communicate recurring training needs or procedural questions to the Associate Director of Records Management and recommend improvements to training resources or onboarding practices, as appropriate.