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Advancement Data Specialist

Amherst College
Massachusetts, United States
Salary Not specified
Posted Date
Sep 20, 2023

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Advancement Data Specialist

Amherst Campus
Full Time

Amherst has taken a leadership role among highly selective liberal arts colleges and universities in successfully diversifying the racial, socio-economic, and geographic profile of its student body. The College is similarly committed to enriching its educational experience and its culture through the diversity of its faculty, administration and staff.

Job Description:

Amherst College invites applications for the Advancement Data Specialist position. The full-time, in-person Advancement Data Specialist is a year-round position, starting at $20.16 per hour - commensurate with experience. Maintaining thorough, high-quality data is crucial to Advancement's ability to carry out its mission of engaging alumni and families, and securing fundraising support.

Under the supervision of the Senior Director of Advancement Operations, this position will play a critical role in the maintenance of Advancement data and its integrity and will manage critical data functions and updates including, but not limited to:
  • Biographical information updates for a diverse set of alumni and donors, including demographic, employment, and contact information. Current, complete contact information is vital to maximizing outreach. The Advancement Operations team makes approximately 24,000 updates to biographical records annually.
  • Gift administration - specifically processing and auditing donor gifts. Advancement Operations enters approximately 19,500 individual gifts and pledges each year. These gifts are processed, validated, receipted, and audited daily, with the heaviest volume on giving day and during calendar and fiscal year-end.
  • Ad-hoc critical data entry projects that maximize our fundraising efforts including auditing existing alumni and student contact data; constituent feedback data, alumni directory updates, linkedin searches/job information, and updating and correcting duplicate and out-of-date records.

This position will provide support for the division by expediting data entry with accuracy. The data entry managed by this role (and Advancement) is used broadly across the college by various divisions including; Athletics, Office of the President, CASE, Student Services, Libraries/Museums, and Office of the Provost/Academic Departments. Such examples include, commencement invitations, move-in day information to families, and athletic team newsletters/solicitations. In addition, the person in this role will respond to phone and email inquiries from our highly diverse constituents which includes responding to donors about their giving history, assistance with online giving and more. Superior attention to detail and confidentiality are key. This position will also be responsible for critical administrative tasks including the intake of contributions to the college (i.e. processing checks and contributor slips/donations).

The person in this role is expected to work as part of a collaborative and inclusive team including taking appropriate actions to support a diverse workforce and participating in the College's efforts to create a respectful, inclusive, and welcoming work environment. In addition, all advancement staff members are required to support and staff key events such as Reunion, Homecoming, and Family Weekend. These events may require occasional evening and weekend hours.

Summary of Responsibilities:
  • Supports the efforts of the Advancement team by maintaining the integrity of all data for our diverse group of constituents and using auditing reports to update inconsistent data
  • Maintains biographical records, including updating addresses, contact information, employment and relationship data
  • Works on projects and performs testing related to the Slate database conversion and subsequent projects in Slate
  • Proactively identifies constituent biographical and employment updates, through processes including LinkedIn screenings, press releases, and internet research
  • Collects and documents student extracurricular activity data for use in fundraising efforts
  • Entering directory information such as record update requests
  • Maintaining deceased records and all updates related to that process
  • Documents updates from reunion books, clippings, and the quarterly magazine, entering contacts and affiliations
  • Audit and update a variety of biographical data including but not limited to address changes, email addresses, marital status, children, and employment for a diverse group of constituents
  • Audits duplicate records, and other data discrepancies uncovered by alert reports
  • Provides gift processing support
  • Provides customer service to colleagues and outreach to alumni and donors
  • Responds to donors and alumni by phone and email including, but not limited to: taking gifts by phone, managing reunion registration issues, responding to online giving questions, addressing alumni directory questions and providing password reset instructions and problem-solving general questions as well. This will include reception phone coverage and related duties
  • Creates an inclusive and inviting environment for a diverse set of colleagues and visitors
  • Performs other duties as needed


  • High school diploma or equivalent
  • Experience working with a relational database
  • Sensitivity to issues of confidentiality
  • Attention to detail
  • Strong organizational, time management, interpersonal, and written and verbal communication skills
  • Ability to take initiative, work independently and collaboratively
  • Proficient in Microsoft Office, Google Suite, and ability to learn new software
  • Commitment to or experience working with diverse communities

  • Associate degree or experience in lieu of degree
  • Experience working in a higher education setting with data for a diverse group of individuals

Amherst College offers many opportunities for professional growth and development, continued learning, and career advancement.

Amherst College is pleased to provide a comprehensive, highly competitive benefits package that meets the needs of staff and faculty and their families. Benefits are an important part of our overall compensation, so it is critical that you review all of the options to ensure it meets your total compensation requirements. Click here for Benefits Information.

Interested candidates are asked to submit a resume and cover letter online at Please be sure to upload all requested documents prior to clicking Submit. Applications cannot be revised once submitted. (Current employees and students should apply by clicking on the Career icon from their Workday home screen) Review of applications will begin immediately and will continue until the position is filled.

To find information about job group and level (JGL) follow this link.

To apply, visit


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