Database Assistant Job Description

Database assistants provide administrative support to organizations by assisting with data entry and management. While this role usually provides organization-wide support from the IT department, many database assistants work within specific departments, such as sales, marketing, or finance. These database assistants may work with a particular database system related to their department, such as SalesForce.

The major duties of database assistants involve data entry and management. While these professionals have vastly different responsibilities compared to database administrators, the database assistant may support that role by completing administrative tasks that keep the database running reliably and ensure that data is secure and accurate.

 

Database Assistant Duties and Responsibilities

The database administrator’s day-to-day responsibilities depend on their organization, but most workers in this role share several essential duties:

Enter and Manage Data

One of the primary duties of a database assistant is entering and managing data within the organization or department’s database software. They ensure that information is accurately entered in the system and follow proper procedures for formatting and securing data. They may also update data according to a set schedule or at a user’s request, working to maintain data integrity while making these changes.

Conduct Quality Control Procedures

Database assistants support quality assurance and control procedures. In this aspect of the role, they may examine data for errors related to formatting, locate and eliminate duplicate entries, or resolve access issues. In some cases, the database assistant may need to verify information and update the database to reflect recent changes, again ensuring that the new data is correctly entered in the system.

Prepare Reports and Documentation

Another major duty of this role is preparing reports and documentation related to the database system or the data itself. This can include routine documents, such as forms or correspondence, or special tasks, such as creating a mailing list or sales report with existing data. In most cases, the database assistant uses database software in tandem with other office software applications to prepare documents.

Assist Personnel with Database Access

In many organizations, database assistants also provide training and advice to employees on correct database access and usage. This can include demonstrating how to access customer data, providing guidance on mail merge operations using a spreadsheet program, or teaching users how to access the database from an off-site location. Additionally, database assistants perform database-related tasks for employees throughout the company, such as updating information and providing data to organization members.

Provide General Administrative Support

In addition to working directly with databases and data management systems, many database assistants also provide general office support, such as answering phones, maintaining supply levels, and responding to department emails. Depending on the company, a database assistant may provide general or clerical support to the entire office between performing data-related tasks.

 

Database Assistant Skills and Qualifications

Database assistants are highly detail-oriented and organized professionals. Employers tend to hire candidates who demonstrate the following skills:

  • Computer skills – most of a database assistant’s work is done on a computer, so they should be comfortable accessing information and using programs on one or more operating systems
  • Data entry – database assistants spend a significant amount of time on data entry tasks, so they should have some exposure to data entry processes and understand best practices
  • Attention to detail – this role requires a high level of attention to detail to ensure that data is correctly entered and secured and that it’s accessible by authorized personnel. Database assistants must also pay close attention when verifying data
  • Team coordination – because they provide support to personnel throughout the organization, database assistants are excellent at working with teams and coordinating their activities with business needs
  • Time management – this role also requires excellent time management, since database assistants move from task to task throughout the day
  • Communication skills – effective verbal and written communication skills are also vital in this role, particularly when providing assistance to employees or preparing reports

 

Tools of the Trade

Database assistants tend to work in office settings, so they should have some experience with standard office software and equipment as well as the following:

  • Organization-specific database systems (Personify, SalesForce)

 

Database Assistant Education and Training

While there are no formal educational requirements for a database assistant, most companies tend to hire candidates with at least a bachelor’s degree. Because this is primarily an administrative support role, candidates with experience in administrative, clerical, or secretarial roles tend to have stronger job prospects. There are many opportunities for on-the-job training in this role as database assistants gain familiarity with the specific database management systems used by their company and learn about best practices in data management and security.

 

Database Assistant Salary and Outlook

Database assistant salaries depend largely upon the hiring organization, the assistant’s level of experience and responsibilities, and geographic location. Although the Bureau of Labor Statistics (BLS) does not maintain salary data for database assistants, both Glassdoor and PayScale have gathered salary information for this role. PayScale estimates that database assistants earn an average annual salary of $32,000 per year based on 11 reported salaries. Glassdoor reports salaries that range from $10 per hour to $45,000 per year.

 

Helpful Resources

If you’d like to learn more about working as a database assistant, we found a number of resources on the web for further reading and information:

“5 Data Management Best Practices to Help You Do Data Right” – here you can learn about data management practices and principles to ensure that data remains secure, stable, and accessible

Database Systems: Introduction to Databases and Data Warehouses – this book provides a perfect starting point for learning about databases and data management systems

“The Quality Control Process Behind Your Big Data Solution” – this blog post focuses on quality control in database management and data storage on both the user and server sides

Database Design for Mere Mortals: A Hands-On Guide to Relational Database Design – read this book for a thorough exploration of advanced database and data storage systems

 

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