Manager, Records

The University of Ottawa—A crossroads of cultures and ideas

The University of Ottawa is home to a dynamic community of over 50,000 students, faculty and staff, who live, work and study in both French and English. Our campus is a crossroad of cultures and ideas, where bold minds come together to inspire game-changing ideas. We believe in the power of representation, and that increasing the diversity of our faculty and staff supports this objective. Our goal is to provide students with the best possible learning experience, in an environment that reflects the diversity of its people, their ideas, and their identities.

We are one of Canada’s top 10 research universities—our professors and researchers explore new approaches to today’s challenges. One of a handful of Canadian universities ranked among the top 200 in the world, we attract exceptional thinkers and welcome diverse perspectives from across the globe. Our employees come together around the shared purpose of constant improvement, personal development, service excellence, teamwork and a passion for learning with a desire to make uOttawa and the world a better place. Everyone's contributions are valued, we all play a part in making uOttawa a world-class institution. Most importantly, we make it possible for you to achieve your full potential. Because at uOttawa, you belong

**Position purpose**:
The Manager, Records is responsible for the main philanthropic database (Raiser’s Edge) on which the service business operations are completely dependent. The incumbent assists in the short and long term planning, evaluation and overall maintenance of the philanthropic database. Manages professionals engaged in the provision of database technical support services. To this end, the position plans, organizes controls and evaluates operations, establishes plans, procedures and ensures the team has the human, financial and technical resources required to deliver and support efficient services.

**In this role, your responsibilities will include**:
**Strategic planning**: Assists in the short and long term strategic planning of the main philanthropic database for the Service. Analyzes information needs of the Service and /or University and makes recommendations to the Assistant Director for future upgrades. Participates actively in the strategic planning for all other IT resources of the service. Operations management: Optimizes productivity and maximizes accuracy in donor and alumni prospect research by: reviewing and developing methods, procedures and policies; developing database coding structures and evaluating their usage and functioning; providing training and developing user manuals for database users; planning and implementing quality control procedures; assists in developing performance measures to track and report progress on a regular basis.

**Database management**: Manages the records database by analyzing, evaluating and approving all requests for changes/additions to the database reference tables. Constructs complex coding structures for the database management, ensuring the system is able to respond to the dynamic needs of the Higher Education and Advancement Professionals. Leads the team in identifying new ways to use the extensive functionality of the system based on a thorough understanding of business requirements. Prepares detailed specifications for data mass update requests and descriptions of system errors.

**Quality assurance**: Creates, evaluates and improves systems to track type and frequency of data quality issues identified. Establishes procedures to ensure data quality, creates and analyses quality assurance reports to identify issues and implement corrective measures. Ensures the team follows University privacy policies and procedures.

**Process management**: Analyses type and frequency of service and support requests to make improvements to the work flow. Establishes overall goals and policies for the management of the report generation and data analysis processes. Oversees the efforts of the team in this area to insure that procedures, communication devices, and quality standards meet overall goals.

**Training management**: Manages database related training and support. Supervises the establishment of the training curriculum, documentation and help desk support within the business context that emphasizes data policies and procedures and integration of the database with desktop tools. Conducts quality reviews of training materials prepared by the team.

**Technical expertise**: Provides planning, and advanced technical expertise regarding the philanthropic database. Provides guidance and expertise for the resolution of complex technical issues related to the philanthropic database. Assesses the severity of the problem to determine the risk and impact on the service and/or University. Relies on technical documentation, procedures and previous knowledge and expertise to develop solutions to resolve complex problems.

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