Data Management Specialist

Position Purpose

Supports Institutional Advancement Operations and programmatic initiatives by ensuring the integrity of constituent data and related processes. Manages multiple facets of biographical/demographical information, maintained in an enterprise-wide relational database, for internal and external use. Adheres to accepted data entry standards and defined procedures based on best practices for data management. Upholds standards of confidentiality and demonstrates a commitment to data integrity with careful analysis of additions or changes to the data.

Key Accountabilities
  • Understands relational database architecture and how data is used and shared with various campus entities.
  • Validates data changes using a variety of resources, including social media, online directories, internet services, volunteers and staff. Maintains procedural documentation for all data entry processes in conjunction with the accepted CORE standards. Verifies integrity of data updates with customized audit reports.
  • Maintains complete and accurate historical records that will result in critical, strategic planning tools, by filing source documents and all incoming data (including voice, email, and other requests for change).
  • Manages the Birth/Death/Marriage process, which involves record updates, communication with alumni, staff, volunteers and timely collaboration with the communications department for publication of the quarterly alumni magazine.
  • Works in a collaborative, professional, and positive manner to fully support colleagues on the operations team and within IA to respond to internal and external inquiries.
  • Assists with testing data processes and implementation of new functionality within the Constituent and Contribution Management Modules and other web applications.
  • Assists with training colleagues as it pertains to accessing and navigating the database, locating information and interpreting data.
  • Commits to professional development through active participation in cross-training, team meetings, seminars and campus-wide opportunities.
  • Provides excellent customer service to all constituents, internal and external.

  • Performs other duties as assigned.
    1. Back-up for Event Management Specialist
    2. Back-up for Major Donor Specialist
    3. Back-up for Contribution Management Specialist
    4. Maintain daily cash log
    5. Back-up for online directory and mobile app credential requests
Degree of Independent Action Performed

Incumbent is expected to work with a high level of independence and autonomy, and exercise a high degree of initiative, influence, and judgment in decisions impacting staff and department operations.

Expected to solve problems or address issues that require immediate attention.

Direct/Indirect Reports


Internal & External Contacts Position Requirements


  • Associates degree preferred.


  • Experience with a relational database.
  • 3+ years’ office experience desired.
  • Experience working with adolescents in an educational setting is preferred.

Skills & Knowledge

  • Excellent data entry skills with an emphasis on accuracy.
  • Strong interpersonal skills with ability to develop and maintain collegial relationships.
  • Excellent written and verbal communication skills.
  • Demonstrated ability to work with students by building trust and credibility.
  • Excellent analytical and problem solving skills as well as a strong customer focus.
  • A strict adherence to confidential policies is required.
  • Ability to work independently and handle multidple priorities and deadlines simultaneously.
  • Proficient in MS Office.
  • Willingness and ability to learn additional applications as needed.
  • High degree of organizational skills with the ability to be flexible and multi-task with accuracy.
  • Ability to follow verbal and written directions, maintain a professional demeanor and restraint at all times, including stressful situations.
  • Demonstrated commitment to diversity and inclusivity and to serving the needs of a diverse and inclusive community with diplomacy and tact.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

  1. Ability to sit in a normal seated position for extended periods of time.
  2. Reaching by extending hand(s) or arm(s) in any direction.
  3. Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s), for example using a keyboard.
  4. Communication skills using the spoken and written word.
  5. Ability to see with normal parameters.
  6. Ability to use a visual display terminal with continuous wrist movement on a keyboard.
  7. Ability to hear within normal range.
  8. Ability to lift and transport up to 10lbs without assistance.
  9. Ability to climb stairs.
Additional Requirements
  1. Successfully complete a criminal background check (reviewed every 5 years).
  2. Clean driving record (reviewed annually).

Similar jobs

Similar jobs