Records Administrator

Campus: CU System
Office Location: Broomfield

The Records Administrator assists with a wide variety of processes and procedures related to donor data received and processed by the Foundation for the benefit of the University of Colorado. S/He analyzes information and documentation from various sources and completes database record updates accordingly. This position researches and validates incoming data to ensure accuracy and data integrity. S/He responds to inquiries from Foundation and University staff as well as donors and resolves questions and concerns related to biographical information in the database.

Essential Duties

  • Responsible for specific areas of the daily records workflow, including analyzing and editing source information from varied sources to determine correct additions and modifications regarding entity records; researching biographical and demographic information (including but not limited to addresses, telephone numbers, date of birth, date of death, relatives, and employment information) using various approved internal and external vendors and websites and utilizing complex database system tools to load, view, and adjust data
  • Use current standards for indexing and coding within database to ensure that all data input is usable, recognizing and voicing when new standards are needed or standards are outdated and assisting in updating the necessary procedures
  • Work closely with Assistant Directors, Director, on ensuring data integrity/accuracy by identifying and correcting corrupt or inaccurate records
  • Assist the Records team in creating and maintaining documentation on processes and procedures
  • Ensure a high level of customer service is maintained when receiving and handling requests from internal and external customers, representing the Foundation and University in a positive and professional manner, including maintaining and responding to questions, requests, and concerns received via the Records e-mail inbox in Cherwell or the phone hotline

Other Duties

  • Perform administrative support, such as receiving and sorting mail, providing support for large bio-update projects, and assisting the team as needed
  • Perform other duties as assigned

Required Qualifications:

Knowledge and Skills

  • Ability to quickly acquire and apply new skills and knowledge for one or more processes or areas
  • Ability to maintain high level of accuracy while meeting deadlines
  • Ability to work on assignments that are moderately complex in nature where judgment and analysis is required in resolving problems and making recommendations
  • Effective interpersonal skills including the ability to maintain confidentiality
  • Solid customer service skills with the ability to communicate effectively verbally and in writing as well as using good judgment in situations requiring initiative and tact
  • Solid time and project management skills
  • Solid computer knowledge and ability to use word processing, email, spreadsheet and database software programs. Computer skills may be subject to testing/verification
  • Due to a high volume of data entry, inter-office correspondence, and donor correspondence, etc., an ability to type at an accurate speed of 45 words per minute is an absolute minimum requirement


  • Associate degree or a minimum of two (2) years of experience in a related field, or equivalent combination of education and experience required


  • Minimum of one (1) year of data input, database and/or other directly related experience required

Preferred Qualifications:

Bachelor’s degree preferred