Advancement Services Data Specialist

Saint Mary's College•Notre Dame, IN

10d•Onsite

About The Position

The Advancement Services Data Specialist provides administrative, operational, and data support for Saint Mary’s College Advancement Services and Alumnae Relations. Reporting to the Director of Advancement Services, the position supports the systems, processes, and workflows that sustain fundraising and alumnae engagement. It helps maintain accurate donor records, support fundraising activities, and create positive experiences for alumnae and donors. The successful candidate demonstrates accuracy, confidentiality, customer service, and a commitment to continuous process improvement, helping maintain data integrity, operational excellence, and strong relationships with donors, alumnae, volunteers, and the College community.

Requirements

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, 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 ability to work independently and collaboratively.
Commitment to exceptional constituent service and ability to build positive relationships with alumnae, donors, volunteers, and members of the College community.
Must be legally authorized to work in the United States at the time of hire and must not require visa sponsorship from Saint Mary’s College now or in the future.

Nice To Haves

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.

Responsibilities

Maintain and update constituent, alumnae, donor, and organizational records in College database systems.
Process gifts, pledges, and charitable contributions in accordance with established policies and procedures.
Support donor acknowledgment, receipting, stewardship, recognition, and engagement activities.
Generate reports, queries, lists, and data extracts to support fundraising, events, and alumnae engagement.
Assist with data audits, record reviews, and quality-control efforts to ensure database accuracy.
Prepare correspondence, reports, spreadsheets, presentations, mailings, and other administrative materials.
Coordinate communications and respond professionally to routine inquiries from donors, alumnae, volunteers, and campus constituents.
Provide logistical and administrative support for Reunion, alumnae events, donor events, meetings, and other Advancement Division initiatives.
Assist with event registration, attendee tracking, volunteer engagement, and constituent outreach.
Maintain departmental files, documentation, and records retention processes.
Support operational workflows and document business processes, procedures, and data entry standards.
Train and provide guidance to student workers as assigned.
Perform other duties and special projects as assigned.