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Data Administrator

Dartmouth, Massachusetts
University of Massachusetts Dartmouth
Job no: 528518
Work type: Staff Full Time
Categories: Other Staff Positions

OFFICIAL JOB TITLE: Data Administrator

DIVISION: Advancement

DEPARTMENT: University Advancement

BARGAINING UNIT STATUS: ESU, CAT: 15

FLSA STATUS: EXEMPT

REPORTS TO: Assistant Vice Chancellor of Advancement Services

SUPERVISES: EDP Operator IV and Clerk IV

SUMMARY PURPOSE OF POSITION: The Data Administrator serves as the Advancement division’s lead resource for managing, optimizing, and safeguarding fundraising systems and data operations. This role ensures the integrity, accessibility, and effective use of Advancement data to support fundraising, alumni engagement, and institutional goals. Working collaboratively with the UMass Foundation, campus IT partners, and end users, the Data Administrator oversees data quality and reporting, leads the adoption of new technologies, and develops solutions that streamline processes and enhance decision-making. In addition to providing expert technical guidance and user support, the position supervises data entry staff, fosters effective training, and promotes best practices in data governance and system utilization. Through these efforts, the Data Administrator strengthens Advancement’s operational capacity and contributes to the University’s mission of student success, alumni engagement, and philanthropic growth.

EXAMPLES OF PRIMARY DUTIES AND RESPONSIBILITIES:

Data and Systems Management

  • Serves as the Division’s lead technical expert, collaborating with the UMass system’s Foundation, UITS and other IT offices to ensure system data and reports meet campus requirements
  • Partners with consultants on the Advancement CRM conversion to align legacy data and processes with system specifications and ensure effective campus adoption of the new application
  • Acts as the functional expert for fundraising and accounting systems as well as related applications, ensuring system security and reporting accuracy
  • Develops, coordinates, and manages fundraising and technology project plans in partnership with UMass Foundation support staff
  • Stays informed on technological trends in advancement and new features added to the fundraising system
  • Collaborates with the Advancement data management team to maintain data quality and accuracy within the fundraising system
  • Designs and implements automated load processes into the fundraising system in collaboration with Foundation staff
  • Evaluates vendor products, coordinates demonstrations, and recommends optimal solutions for fundraising system functionality
  • Establishes and applies best practice standards to improve operational processes across IT platforms within the Advancement division
  • Maintains and improves data quality through de-duplication, updates, audits, and exception handling
  • Develops solutions to extract data from the fundraising system and import information from external systems
  • Uses tools such as DemandTools, Data Loader, and spreadsheets to manage data imports, exports, and cleansing
  • Performs ongoing data maintenance for contacts, affiliations, gifts, campaigns, and custom objects
  • Supports data preparation and segmentation for Marketing Cloud campaigns, ensuring audience list accuracy and synchronization with Salesforce
  • Collaborates with Advancement Communications to support successful marketing and engagement campaigns
  • Assists with platforms transitions (i.e., iModules), applying basic web skills (such as HTML) to ensure smooth integration and data flows
  • Ensures compliance with UMass Foundation data governance policies and contributes to shared data initiatives
  • Serves as the division’s technology liaison to campus partners, including CITS and the UMass Foundation Salesforce team

Reporting, Analytics and User Support

  • Develops reporting and analytics solutions based on Advancement business needs
  • Prepares documentation and trains end users on fundraising system and related platforms (i.e. EverTrue, Grayyty, iModules, Anthology)
  • Designs and delivers user-friendly reports, interfaces and applications in collaboration with the UMass Foundation team
  • Provides data analysis, reports and lists for internal and external stakeholders, including ad hoc critical requests
  • Designs, creates, and maintains Salesforce reports and dashboards to support fundraising, prospecting, and engagement strategies
  • Works closely with end users to identify reporting needs and deliver actionable insights
  • Assists users with data retrieval and management, troubleshooting issues and understanding advancement workflows
  • Provides responsive, user-friendly Salesforce support for Advancement and Alumni Relations staff

Staff Supervision and Coordination

  • Supervises the work of assigned staff, including assigning tasks, monitoring progress, and ensuring accuracy and timeliness
  • Provides training, coaching, and performance feedback, conducts evaluations, and supports staff development
  • Coordinates staffing resources to meet departmental needs and fosters a collaborative team environment
  • Performs other job-related duties and responsibilities that may be assigned and/or the job description changed periodically to reflect changing organization needs

MINIMUM QUALIFICATIONS:

  • EDUCATION: Bachelor’s degree
  • EXPERIENCE:
    • Significant (5 years) experience with system and database management in a business office or other financial systems setting
    • Significant (5 years) experience supporting an enterprise and relational database system
    • Significant (5 years) experience using Microsoft Office suite and reporting and/or BI tools
    • Demonstrated (3 years) progressive experience in developing, enhancing and supporting applications
  • OTHER:
    • Occasional evening and weekend hours as projects dictate
    • Occasional travel to off-campus locations

PREFERRED QUALIFICATIONS:

  • Master’s degree
  • Eight or more years’ experience as a business analyst
  • Experience with fundraising and demonstrated knowledge of fundraising principles, related policies and regulations, industry best practices, accounting standards, and applicable tax codes
  • Demonstrated database management experience with fundraising systems (i.e., Advance, Millennium, Raisers Edge Sales Force)
  • Demonstrated experience using the Cognos BI and Crystal Reports platforms
  • Experience in a higher education environment
  • Knowledge of CASE Reporting Standards and Management Guidelines
  • Experience as a project manager and use of structured project management techniques
  • Experience in structured systems analysis techniques and/or agile system development approaches including requirements analysis, design, testing, process flow diagraming, and change management
  • Hands-on experience with Salesforce, particularly in data-intensive roles, with the ability to troubleshoot and resolve user issues
  • Proficiency with Salesforce data management tools such as DemandTools, Data Loader, or comparable platforms
  • Demonstrated experience performing de-duplication, audits, data corrections, and ongoing maintenance for core objects such as contacts, affiliations, gifts, campaigns, and custom fields
  • Understanding of Marketing Cloud tools such as Contact Builder, SQL-based segmentation, or Journey Builder

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

  • Demonstrated ability to research, design, and implement programs and processes and analyze data
  • Experience creating and maintaining operational and strategic reports and dashboards
  • Working knowledge of SQL and relational databases
  • Familiarity with CRM systems (i.e., Salesforce) in a non-profit or advancement environment, marketing applications (i.e., Marketing Cloud), and data warehouse systems (i.e., Snowflake or similar platforms)
  • Strong spreadsheet skills (e.g., Excel or Google Sheets) for data import/export, cleaning, and transformation tasks
  • Ability to learn new software, tools, techniques and data rules
  • Working knowledge of advancement services (i.e., fundraising, gift processing, prospect research and management, alumni engagement)
  • Ability to translate user requests into successful technological solutions
  • Familiarity with data governance principles and applying them in daily operations
  • Ability to maintain confidentiality standards
  • Ability to work independently and be a self-starter as well as work effectively within a team
  • Ability to determine priorities, manage time effectively including prioritizing requests for service, and meet short-term and long-term goals
  • Excellent oral and written communication skills
  • Effective interpersonal skills and the ability to work well with people at all levels of the organization
  • Ability to communicate with and create clear, concise documentation for technical and non-technical audiences
  • Strong customer service ethic
  • Demonstrated ability to manage time effectively including prioritizing requests for service.
  • Strong attention to detail, organizational skills, and commitment to data accuracy

SALARY: $82,000-$110,000

UMass Dartmouth offers exciting benefits such as:

  • 75% Employer-Paid Health Insurance
  • Flexible Spending Accounts
  • Life Insurance
  • Long Term Disability . click apply for full job details

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