Document Management & Records Specialist

OSU Foundation; Stillwater (OK); On-site; USD 35,000 - 55,000; Full time

Job summary

Oklahoma State University Foundation is seeking a Documents Management and Records Associate to manage and improve document handling processes. The role emphasizes maintaining the Document Management System, ensuring data integrity, and training staff on system usage.

The position requires experience with DMS, scanning, indexing, data entry accuracy, and collaboration with various departments to support donor relations and compliance efforts.

Qualifications

• Requires high school diploma or equivalent; bachelor's degree preferred.
• Experience with electronic document management systems (DMS) including scanning, indexing and categorizing documents.
• Proficiency with Microsoft Office Suite and CRM platforms; ability to learn and administer DMS platforms.
• Strong attention to detail and data integrity; familiarity with data entry in CRM databases.

Responsibilities

• Maintain the Document Management System (40%).
• Oversee importing, scanning, indexing, and quality assurance of documents.

Skills

Document management

Quality assurance

Technical skills

Data entry accuracy

Policy & procedure development

Troubleshooting

Interdepartmental collaboration

Training & support

Confidentiality & compliance

Organization & analytics

Education

High school diploma or equivalent

Bachelor's degree in business/ information management or related field

Tools

Microsoft Office Suite

CRM systems

Document Management System (DMS) platforms

Scanner equipment & MF copiers

Job description

Oklahoma State University Foundation is seeking a Documents Management and Records Associate to manage and improve document handling processes. The role emphasizes maintaining the Document Management System, ensuring data integrity, and training staff on system usage.

The position requires experience with DMS, scanning, indexing, data entry accuracy, and collaboration with various departments to support donor relations and compliance efforts.