"Data Management Assistant"

Job Details

CLASSIFICATION: Support Staff

DEPARTMENT: Advancement Office

FLSA STATUS: Non-Exempt

SUPERVISION RECEIVED: Works under the direction of the Director, Data Management & Reporting.

SUPERVISION EXERCISED: N/A

POSITION SUMMARY: The Data Management Assistant is responsible for maintaining the accuracy, integrity, and security of key databases in support of the department’s development, engagement, and stewardship efforts. This role collaborates across teams to enhance data processing, segmentation, and reporting—helping to inform strategy, guide decision-making, and maximize resources. In addition to data-related responsibilities, this position provides administrative support to advance the department’s alumni and donor engagement initiatives.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

Data Management and Integrity

• Ensure the ongoing health and integrity of the database by monitoring, tracking, and auditing records for completeness, accuracy, and consistency.
• Develop and implement processes to identify and correct data issues across the system, with a focus on clean, current, and actionable information.
• Regularly update constituent records, including address changes, employment updates, and integrated screening results.
• Oversee daily contact imports and data integration through Virtuous Donor, Virtuous Giving, and Virtuous Forms.
• Verify incoming data for accuracy, scanning and editing entries to eliminate errors during processing.
• Manage and maintain phonathon coding and athletics coding (spring/fall) to support segmented engagement and reporting.
• Collaborate with campus partners to code and track student involvement, event attendance, and volunteer participation.
• Manage weekly alumni updates, including sending/receiving emails and updating biographical information. Assist with locating lost alumni and maintaining accurate contact records.
• Create and import records for incoming students and parents; manage updates for student withdrawals and employee terminations.

Administrative Support

• Assists the department with all internal and external mailings, including mail merges, printing, and stuffing.
• Perform other job-related duties as assigned.

Professional Development

• Actively participates in professional development and brings knowledge and training to the department to improve functions and outcomes.

QUALIFICATIONS:

• High school diploma or equivalent.
• Minimum 2-3 years of experience involving basic accounting knowledge and a high degree of data entry skills.
• Ability to learn and adapt quickly to new software. A high level of proficiency with the Microsoft Office Suite is required (especially Excel and Word). Familiarity with and ability to navigate web-based email and calendar systems. Ability to manage the use, storage, and input of data in a computerized management information system in conjunction with effective and appropriate paper file maintenance in compliance with University policy and applicable laws related to data storage, donor privacy, and other guidelines.
• Must be detail-oriented and demonstrate the ability to be accurate and timely.
• Possesses strong organizational and time management skills. Excellent proofreading, spelling, interpersonal, verbal, and written communication skills.
• Must be able to maintain the highest standards of integrity and confidentiality.

TO APPLY: Qualified candidates should attach their cover letter and resume to the online application by clicking “Apply Now”. Please attach documents as a PDF file.