Document Management and Records Associate

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 Foundations 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 Foundations 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.

Interdepartmental Relations (15%)

- 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 scanning equipment, multifunction copiers, and standard office software (Microsoft Office Suite); ability to learn and administer DMS platforms.

- Data Entry & Accuracy – Experience updating and verifying biographical data in CRM with strong attention to detail.

- Process Development – Ability to create and maintain policies and procedures for document and data management workflows.

- Problem-Solving & Troubleshooting – Skilled in identifying and resolving errors in scanning processes and data entry.

- Interdepartmental Collaboration – Experience serving as a liaison between technical and functional teams and facilitating committee meetings.

- Training & Support – Ability to provide technical support and conduct training sessions for staff on document management systems.

- Confidentiality & Compliance – Demonstrated adherence to strict confidentiality standards and organizational policies.

- Organizational & Analytical Skills – Strong ability to prioritize tasks, manage schedules, and perform data integrity audits for continuous improvement.

- Proven sense of humor and ability to have fun.

Organizational Competencies-

- Effective Communication: Communicates well (written and verbal); exhibits exceptional listening skills, and is transparent through open dialog and informational sharing; seeks first to understand and assumes positive intent; deals with others in a straightforward and honest manner while conveying both good and bad news; avoids telling themselves a story and works to deploy crucial conversation communication techniques; shows the highest level of understanding, courtesy, tact, empathy and concern with all interactions.

- Execution & Initiative: Demonstrates a high level of initiative on assignments; expresses interest in taking on more responsibilities and contributing to overall goals; proactively contributes to problem solving and pursues continuous improvement efforts at all times; takes responsibility to ensure that quality and timeliness of deliverables meets organizational and donor expectations; ensures work is accurate; delivers upon commitments while demonstrating integrity, stewardship of resources and service to Oklahoma State University.

- Teamwork/Interpersonal Skills: Builds and maintains strong internal working relationships that promote open and honest communication; cares for others personally and professionally; values diversity and treats all individuals with respect and professionalism; demonstrates an open mind-set when presented with opportunities to learn about different culture, approaches or opinions; supports team efforts and makes the foundation a more enjoyable place to work.

- Problem Solving/Judgment: Seeks guidance and expert opinions in decision-making and planning process; gains understanding of how to apply approved policies and procedures; when and why escalation of issues is needed and to whom; responds appropriately and timely to issues; accepts responsibility for actions.

- Adaptability/Flexibility: Committed to continuous improvement; adapts to change, is open to new ideas; takes on new responsibilities, handles pressure, and adjusts plans to meet changing needs; shows ability to listen actively to different perspectives and consider alternate views based on new information; demonstrates self-control and remains productive during times of uncertainty.

- Courage & Conviction: Proactively takes responsibility for individual outcomes regardless of success, and learns from all results; demonstrates dedication to the principles of truth and honesty, even when the message may not be welcome; maintains confidentiality; supports company values, walks the talk; behaviors and actions are consistent with statements, values and beliefs; practices ethical decision making; has courage to try something new when encouraged by others; shows accountability and credibility by following through on commitments; receives constructive feedback from others and looks to continually improve.

- Donor Centered: Follows through with appropriate actions and/or information to meet the requests of donors; actively shares contacts and relationships with those who may have common goals or needs; embraces development and stewardship strategies that build relationships and respect the donors' interests, while balancing university priorities; solidifies personal relationships with mutual trust and fulfillment on commitments.

PHYSICAL REQUIREMENTS: Ability to communicate effectively in person, by phone, and via video conferencing. Requires frequent repetitive motions when operating computers, telephones, and standard office equipment. Ability to sit or stand for extended periods while working at a computer or attending meetings. Ability to lift, carry, push, or pull materials weighing up to approximately 20 pounds.