Position:  Data Relations Assistant
Location:  Evanston, IL
Job Id:  485
# of Openings:  1

Job Title:           Data Relations Assistant
Area:                  Data Services
Reports to:        Manager, Data Relations
Classification:   Non-Exempt
Organization Overview
Rotary is 1.2 million inspired business and professional leaders, in 35,000 Rotary clubs and more than 200 geographical areas united daily across cultures and occupations addressing illiteracy, disease, hunger, poverty, and lack of clean water. The fervent idea exchange celebrates diverse perspectives and facilitates positive change. Passion and engagement abound at Rotary International. In exchange for hard work and dedication, our employees are rewarded with competitive salaries, flexible schedules, comprehensive benefits, and job enrichment. We offer all this and more. Come join us. Visit www.rotary.org to learn more.
Rotary’s Commitment to Diversity
One of Rotary’s values is diversity, which we define as embracing diversity in thought, culture, and perspective. As such, we welcome and encourage highly-qualified candidates with diverse experiences and backgrounds to apply.
General Overview

The Data Relations Assistant coordinates with the Data Relations Manager to handle all customer services of data clients of RI database. This position answers phone calls, emails, and handles correspondence inquiries and complaints in different languages related to all processes of Data Services including but not limited to – Online Account registration and set-up, duplicate Club Invoices requests, RI/TRF & District officers and committees, Rotarians, Rotaractors, Interactors, Data Corrections, Account Management, circulation of The Rotarian, Official Directory club data and also Data Integration. This position also helps coordinate and forward hard copies of mail and emails received to Pune Data Services team.


This position coordinates with Data Relations Manager to help Data Services team (Evanston and Pune) with the data verification and confirmation for all processes in accordance with the Service Level Agreements (SLAs) of Data Services. Staff helps Data Relations Manager to conduct training for Pune Data Services team to use reply templates for Rotary Web online registration inquiries and other data verification. This position also assists the Data Relations Manager to review and report all Employee Identification Numbers (EIN#s) to IRS for all Rotary Clubs and Districts in USA.  

Flexibility of working hours to accommodate trainings and meetings with Pune Data Service team is mandatory.   


Education & Experience


·         Associate degree or equivalent

·         Minimum of 2 years of experience in customer service environment


·         Bachelor degree

·         Experience working in CRM system

·         Second language proficiency

·         Knowledge of Rotary or other non-profit membership organization


Knowledge and Skills

  • Must have strong customer services ability to communicate professionally internally and externally to all RI staff, management, and senior leaders
  • Must have strong interpersonal skills to perform well within a group setting and across different cultures
  • Must be able to work with minimum supervision and under strict deadline pressure
  • Strong written and verbal communication skills
  • Strong analytical, planning and organizational skills with the ability to understand and explain various business applications and their functions
  • Must have excellent P/C skills in MS Word and Excel
  • Proficiency in typing with accuracy & navigating the Internet

Specific Duties

  • Handles customer service aspect for all Data Services database clients - phone calls, emails, and written correspondence inquires and requests in different languages for duplicate Club Invoices, circulation of The Rotarian, Official Directory club data, Rotaract & Interact data;
  • Contacts and follows up (by phone or e-mails in different languages) with club officers, International Offices or Rotarians to solve data issues regarding Club Invoice, club officers’ data and circulation matters;
  • Contacts RI departments and areas with Service Level Agreements with Data Services to verify and confirm data issues to meet SLA requirements;
  • Contacts Pune Data Services staff daily to verify and confirms data entered to resolve data issues for both internal and external data clients;
  • Tracks and coordinates all working documents to be sent to Pune Data Services for their processing in Pune, India office;
  • Reviews all e-mails received in Data Correction e-mail box for Data Services and handles them as needed or forwards them to Pune Data Services as appropriate;
  • Monitors Data Relations mail box to review and handle Rotary.org/My Rotary Registration and Contact Us tickets;
  • Extracts and creates data files from system and provides them to internal and external data clients according to Rotary Privacy Policy;
  • Handles requests of complimentary or individual subscriptions and renewal process for The Rotarian;
  • Reviews and updates Internal Revenue Service (IRS) Employee Identification Numbers (EIN#s) for all USA Rotary Clubs and RI Districts in RI database. Also assists the yearly review of over 8,000 EIN# and report data back to IRS;
  • Handles special projects as assigned by Data Relations Manager.
Supervisory Responsibility



Budget Responsibility



Internal Contacts

All internal departments, divisions and work areas are potentially contacts for this department


External Contacts

RI/TRF Officers, District Governors (Nominees & Elects), Rotary Club Officers, Rotarians, and publication subscribers

District Rotaract Representative, District Rotaract Chairman, Rotaractors, & Interactors

Rotary.org/My Rotary users

USA Post Office & Canada Post Office

Printing & Mailing vendors

Participants in Data Integration Services


Equipment Used

Personal computer (must have proficiency in Word, Excel, PowerPoint and Outlook), copier and telephone

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