Biographic Services Associate

California, United States
23 May 2019
End of advertisement period
23 Jul 2019
Contract Type
Fixed Term
Full Time

(Data Aide 2)

Note: Not all unique aspects of the job are covered by this job description


The Biographic Services team within the Office of Development is responsible for the review and processing of biographical data of alumni, donors and friends of the University. This position reports to the Biographic Services manager and is responsible for entering data from source documents into a database system. Analyze, monitor and verify entries for accuracy and completeness to maintain data integrity and data hygiene. Assist with gathering and processing high volume data. Work is usually performed independently within general guidelines.

This position is a one year fixed term.


  • Accurately enter high volume data from emails, data sheets or charts into databases and/or manual filing system using specific, standard instructions.
  • Assist with high volume data collection, data repository conversions and system adjustments.
  • Identify and remedy data integrity issues and errors.
  • Determine appropriate action to be taken for duplicate, inaccurate, or unclear information.
  • Collaborate with other units within the University to coordinate data maintenance efforts.
  • Maintain computerized and manual logs and files in accordance with established procedures.
  • Selectively apply a variety of procedures in measuring data, using judgment to determine how standard guidelines apply; may calibrate and use a variety of display, measuring, and/or calculating equipment requiring a few adjustments for proper results.
  • Maintain a variety of complex records; suggest or make improvements to record-keeping procedures.
  • Perform audits of own work or that of others to ensure conformance with established procedures.
  • Provide administrative support.

Other duties may also be assigned


Education & Experience:

High school diploma, G.E.D., or equivalent and two years of relevant experience or a combination of education and relevant experience.

Knowledge, Skills and Abilities:

  • Strong clerical, interpersonal, organizational and time-management skills.
  • Ability to manage several projects simultaneously and prioritize daily tasks assignments while meeting respective deadlines.
  • Advanced computer skills with the ability to multi-task with office software, email applications and collaborative communication tools.
  • Ability to exercise judgment, responsiveness and employ basic reasoning skills.
  • Strong attention to detail.

Certifications and Licenses:



  • Sitting in place at computer for long periods of time with extensive keyboarding/dexterity.
  • Occasionally use a telephone.
  • Rarely writing by hand.

Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of the job.


Work Schedule: Monday to Friday - 8:00 am to 5:00 pm

Development Services works through the University winter closure at the end of the calendar year.


  • Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
  • Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
  • Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide,
  • Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law. 

  Additional Information

  • Schedule: Full-time
  • Job Code: 4742
  • Employee Status: Fixed-Term
  • Grade: E