Advancement Services Data Specialist

About the company

Saint Mary's College

Higher education · 201 to 500 employees

What you'll do

• Maintaining and updating constituent, alumnae, donor, and organizational records in College database systems.
• Processing gifts, pledges, and charitable contributions in accordance with established policies and procedures.
• Supporting donor acknowledgment, receipting, stewardship, recognition, and engagement activities.
• Generating reports, queries, lists, and data extracts to support fundraising, events, and alumnae engagement.
• Assisting with data audits, record reviews, and quality-control efforts to ensure database accuracy.
• Preparing correspondence, reports, spreadsheets, presentations, mailings, and other administrative materials.
• Coordinating communications and responding professionally to routine inquiries from donors, alumnae, volunteers, and campus constituents.
• Providing logistical and administrative support for Reunion, alumnae events, donor events, meetings, and other Advancement Division initiatives.
• Assisting with event registration, attendee tracking, volunteer engagement, and constituent outreach.
• Maintaining departmental files, documentation, and records retention processes.
• Supporting operational workflows and documenting business processes, procedures, and data entry standards.
• Training and providing guidance to student workers as assigned.
• Performing other duties and special projects as assigned.
• Associate’s degree or certificate in business, office administration, accounting, information management, or a related field; or an equivalent combination of education and experience.
• Two or more years of administrative, database, customer service, advancement, nonprofit, or related office experience.
• Strong analytical and organizational skills, with exceptional attention to detail and a commitment to accuracy.
• Ability to maintain confidentiality and exercise discretion when handling sensitive constituent, donor, financial, and institutional information.
• Proficiency with Microsoft Office and Google Workspace applications.
• Experience working with database systems.
• Strong research and problem-solving skills, including the ability to verify information and maintain accurate records.
• Understanding of data integrity and accurate record management.
• Ability to follow detailed procedures, apply established policies, and adapt processes to new situations.
• Ability to document data entry standards, business processes, policies, and procedures.
• Strong interpersonal skills, initiative, and the ability to work independently and collaboratively.
• Commitment to exceptional constituent service and the ability to build positive relationships with alumnae, donors, volunteers, and members of the College community.
• Experience with constituent relationship management (CRM) systems and reporting tools.
• Experience in higher education advancement, fundraising, nonprofit operations, or alumnae relations.
• Experience with gift processing, donor stewardship, acknowledgment, receipting, or fundraising reports.
• Experience maintaining databases, conducting data audits, and supporting data quality initiatives.
• Experience coordinating events, managing registrations, preparing communications, or supporting volunteer engagement.
• Experience documenting procedures and improving administrative workflows.
• Experience training or supervising student workers.
• 40 hours per week, 12 months per year.
• Monday–Friday.
• Onsite position.

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