Records & Data Entry Specialist

The Chronicle Of Higher Education, Inc.; New Gloucester (ME); On-site; USD 34,000 - 42,000; Full time

Job summary

Unity Environmental University is seeking a Data Entry Specialist to support the Enterprise Records unit. The role involves accurate data processing, updating database records, managing mailings, and providing administrative support including calls to students.

Under the Director of Enterprise Records, you will handle data entry, reporting, and coordination across units, emphasizing accuracy, timeliness, and customer service in a fast-paced environment.

Qualifications

• High school diploma/GED required.
• Must have good oral communication skills.
• Proficiency with databases, word processing, email, and spreadsheet software.
• Ability to work harmoniously with members of the Institution team.
• Ability to demonstrate initiative, make sound decisions, budget time, focus on details, and complete tasks on time while functioning in multiple capacities.
• Ability to adapt to new ideas and circumstances.
• Knowledge of office operations including filing and clerical support.
• Ability to effectively present information and respond to questions from the Institution community and managers.
• Ability to calculate figures and apply concepts of percentages, ratios and proportions to practical situations.
• Ability to define problems, collect data, establish facts, and draw valid conclusions.
• Ability to function effectively within a matrix organizational structure, maintaining open lines of communication while being discreet, courteous and well poised.

Responsibilities

• Provide accurate, valid, and timely processing and maintenance of all records and donations.
• Perform application data entry and associated tasks into campus information systems of record.
• This position is responsible for the switchboard and making outbound calls.
• Provide administrative support to include (but not all inclusive) maintaining and producing mailing lists, assisting in producing letters and envelopes for mailings, and editing and proofreading documents, as needed.
• Perform data analysis activities as directed.
• Complete, verify, process, and distribute credit card statements, purchase orders, check requests, timesheets, tax forms, applications, etc. when directed.
• Reconcile spending activities with the business office to the general ledger, credit card statements, gifts, etc.
• Would work collaboratively with the Director of Enterprise Records to ensure optimal customer service, and timely processing of requests.
• Perform inbound and outbound calls to students in support of administrative needs across institutional units.
• Maintain inventory of materials, publications, letterhead etc. required for Institution activities and communications when assigned.
• Organize, prepare, produce, and otherwise process both physical and electronic bulk communications in accordance with institutions schedules and procedures.
• Process incoming mail and delivery of outgoing mail to the mailroom.
• Coordinate scanning and e-filing of documents.
• Generate, validate and distribute periodic and ad-hoc reports.
• Maintain shared email inboxes and calendars.
• Ensure accuracy and completion of data elements through periodic reports and verification measures.
• Serve as the subject matter expert for one or more information systems, identify process improvements, develop procedures for implementation, etc.
• Perform complex clerical work and cross train in all units under the ER Center.
• Provide customer service to functional areas within the institution and provide Institution switchboard services as assigned.
• Pro-actively communicate challenges, successes, and failures with leadership.
• Stay open to counterintuitive ideas and direct feedback. Unity employees are expected to think creatively and remain open to approaches that challenge initial instincts or traditional methods. Taking direction, seeking clarity, and executing with precision are critical to moving innovative work forward.
• Work confidently with AI, digital tools, and emerging systems. As a technology-enabled institution, Unity expects all employees to adopt a growth mindset around digital tools.
• Deliver results in a fast-paced, evolving environment. Agility, resilience, and follow-through are essential. Employees must remain focused on outcomes even as priorities shift, iterating quickly and adjusting to change without losing momentum.
• Communicate with clarity and consistency. Strong written and verbal communication, including the ability and willingness to engage professionally by phone, video, and digital channels is essential. Employees must document decisions, convey key information clearly, and support alignment across teams.
• Model integrity and professionalism in all aspects of work. Every employee is responsible for upholding high ethical standards, demonstrating sound judgment, and maintaining an ownership mindset when it comes to their role and results.
• Own the accuracy of your work. While Unity equips employees with advanced systems and AI-enhanced tools, the responsibility for quality, precision, and correctness rests with the individual. Attention to detail and proactive error-checking are non-negotiable.
• Demonstrate a commitment to sustainability in all aspects of work. This includes responsible stewardship of resources, strategic decision-making, and ensuring long-term institutional impact.
• At Unity, we encourage input, feedback, and collaboration from all employees, your perspective matters. However, once a decision has been made, employees are expected to act as an extension of their supervisor’s bandwidth, carrying out directives with clarity, consistency, and precision. We do not operate in independent silos; instead, we emphasize cross-functional collaboration and shared accountability.
• Perform other duties as assigned.

Skills

Oral communication

Database proficiency

Word processing

Spreadsheet proficiency

Team collaboration

Attention to detail

Multi-tasking

Discretion

Problem solving

Education

High school diploma/GED

Tools

Database software

Word processing software

Email clients

Spreadsheet software

Job description

Unity Environmental University is seeking a Data Entry Specialist to support the Enterprise Records unit. The role involves accurate data processing, updating database records, managing mailings, and providing administrative support including calls to students.

Under the Director of Enterprise Records, you will handle data entry, reporting, and coordination across units, emphasizing accuracy, timeliness, and customer service in a fast-paced environment.