Advancement Services Data Specialist

Fairfield University; Fairfield (CT); On-site; USD 44,000 - 48,000; Full time

Job summary

Fairfield University is seeking an Advancement Services Data Specialist to maintain and improve data quality across multiple advancement platforms. You will correct data issues, analyze sources, and help implement processes to prevent recurring errors.

The role supports budgeting, purchasing, and expense administration for the Advancement Services department, reporting to the Senior Director and collaborating with multiple teams. A detail-oriented, curious problem-solver thrives here.

Qualifications

• Experience in data entry, management, and record maintenance.
• Ability to handle large volumes of detailed data with accuracy.
• Strong analytical and problem-solving skills.
• Proficiency in Microsoft Office, especially Excel.
• Strong organizational skills and deadlines.

Responsibilities

• Enter and maintain constituent and biographical data across systems.
• Perform quality checks and document data changes.
• Coordinate document imaging, storage, and training.
• Identify data issues and implement corrections.
• Support budget, purchasing, and expense administration.

Skills

Data entry

Data management

Record maintenance

Analytical skills

Discretion with confidential data

Education

Bachelor’s degree or equivalent work experience

Tools

Microsoft Office

Excel

DocFinity

Raiser’s Edge

Job description

Fairfield University is a co-educational, comprehensive Jesuituniversity with a 200-acre campus located along the scenicshoreline community of Fairfield, CT. The University is comprisedof approximately 3,500 undergraduate and 1,200 graduate studentspursuing degrees within 5 schools: The College of Arts andSciences, The Charles F. Dolan School of Business, The School ofEngineering, The Marion Peckham Egan School of Nursing and HealthStudies, and School of Education and Human Development. As anexpression of our Jesuit, Catholic mission and identity, Fairfieldembraces a liberal humanistic approach to education, encouragingcritical thinking, cultivating free and open inquiry, and fosteringethical and religious values.

Job Description:

Department:

Advancement Strategic Operations - Advancement Technology &Information Services

Reports To:

Senior Director, Advancement Technology &InformationServices

Collaborative Supervision:

Associate Director, Advancement Technology &InformationServices

Additional Collaboration With

• Assistant Director, Advancement Technology &InformationServices
• Director, Advancement Prospect Research & Management
• Director, Advancement Financial Services
• Director, Advancement Stewardship & Constituent Relations

POSITION SUMMARY

The Advancement Services Data Specialist is a member of a 50+member Advancement team that builds relationships and inspiresphilanthropy that advances Fairfield University’s mission andambitions. The role directly supports and will enhance the input(manual and import entry), maintenance, accuracy, integrity, andcompleteness of data across multiple Advancement Services anddivisional platforms. Through an analytical approach, theSpecialist plays a key role in correcting database errors byexploring their source or cause, identifying patterns that mayimpact numerous data points or records, and helps develop theprocesses and controls to prevent those issues from recurring. TheSpecialist will utilize numerous tools including batch-processingcapabilities to improve efficiency and reduce manual dataentry.

The Specialist will also provide administrative and schedulingsupport to the Associate Vice President of Advancement StrategicOperations and play a role in the budgeting and purchasing(requisitions, orders, expense activities, etc.) for theAdvancement Services department.

This position is well suited for someone who is highlydetail-oriented, naturally curious about how data moves throughsystems, enjoys solving problems, and is motivated to continuouslyimprove processes. The position reports directly to the SeniorDirector of Advancement Services.

ESSENTIAL RESPONSIBILITIES

Data Processing and Maintenance

• Develop a thorough understanding of Advancement systems, datastructure, and relationships among records.
• Accurately enter and maintain constituent, biographical,relationship, and other data from various sources in accordancewith established standards.
• Review source documentation for completeness and consistencybefore performing updates.
• Perform quality checks on completed work and maintaindocumentation of data changes and established processes.
• Serve as the primary liaison for document imaging and storageinclusive of scanning, indexing, uploading, testing, andtraining.

Data Quality and Analysis

• Identify and investigate inaccurate or duplicate data todetermine the scope and source of issues.
• Recommend and implement corrections for individual records orbatch cleanups.
• Apply sound judgment to determine if issues require isolatedcorrections or broader process interventions.

Data Imports and Process Improvement

• Utilize query, import, and other tools to replace manual entryand improve workflow efficiency.
• Prepare, validate, and reconcile data files for import to ensureadherence to standards.
• Develop and maintain documentation for recurring data processesand process improvements.
• Identify opportunities to improve workflows, reduce manualefforts, and increase data accuracy.
• Collaborate with colleagues to implement process improvementswhile maintaining appropriate controls.

Operational Support, Budget, Purchasing, and Expense Administration

• Provide general administrative and operational support to theAssociate Vice President of Advancement Strategic Operations onprojects and priorities as needed.
• Initiate and track purchase requisitions, supply orders, andexpense reports in compliance with institutional policies.
• Review financial documentation for accuracy, proper coding, andrequired approvals.
• Coordinate with finance, procurement, and vendors to resolveinvoicing or payment discrepancies.
• Maintain organized records of all financial transactions andsupporting documentation.

Auditing and Data Governance

• Conduct routine audits to identify data inconsistencies and trackerror trends.
• Assist in establishing and maintaining advancement data standardsand procedures.
• Ensure data-quality practices are consistently applied acrossAdvancement Services.

Collaboration and Confidentiality

• Partner with colleagues across the institution to resolve dataissues and improve processes.
• Communicate technical data problems and solutions clearly todepartment leadership.
• Maintain strict confidentiality and discretion regardingconstituent and financial information.

REQUIRED QUALIFICATIONS

• Experience in data entry, management, record maintenance, andadministrative/financial systems.
• Proven ability to manage large volumes of detailed data withexceptional accuracy.
• Strong analytical and problem-solving skills, including theability to identify data anomalies.
• Proficiency in Microsoft Office with a focus on the utilizationof Excel and the ability to learn new technical systems andprocedures.
• Strong organizational skills with the ability to manage multiplepriorities and deadlines.
• Excellent written and verbal communication skills.
• Ability to handle confidential information with discretion.

PREFERRED QUALIFICATIONS

• Bachelor’s degree or equivalent work experience.
• Experience with a fundraising CRM or constituent database with astrong preference for experience with Blackbaud Raiser’s Edge(Database & NXT).
• Experience in higher education, nonprofit, or complex dataenvironments.
• Familiarity with data governance standards.
• Proficiency in data imports, batch processing, and databasemaintenance.
• Experience developing data audits, quality-control processes, orreporting queries.
• Familiarity with budget administration, expense processing, orfinancial reconciliation (WorkDay).
• Proficiency in the use of document imaging software (DocFinity)for scanning, indexing, software upgrade testing, and trainingfacilitation.

Compensation:

$32.71- $35.71 hourly

Category:

Advancement - Staff

Performs such other duties, responsibilities, and activities asrequired by supervisor and as departmental/University needsindicate.

*Disclaimer

The above information indicates the general nature and level ofwork performed by employees within this classification. It is notdesigned to contain and should not be interpreted as acomprehensive inventory of all duties, responsibilities,activities, and/or qualifications required or expected of employeesassigned to this job. Duties, responsibilities, and activities maychange and new ones may be assigned at any time, with or withoutnotice.

All offers of employment are contingent upon a satisfactorybackground check.

Fairfield University provides equal employment opportunities to allemployees and applicants for employment and prohibitsdiscrimination and harassment of any type without regard to race,color, religion, age, sex, national origin, disability status,genetics, protected veteran status, sexual orientation, genderidentity or expression, or any other characteristic protected byfederal, state or local laws. This policy applies to all terms andconditions of employment, including recruiting, hiring, placement,promotion, termination, layoff, recall, transfer, leaves ofabsence, compensation and training.

Eligible employees may receive health, dental, retirement, paidtime off, tuition benefits, and other benefits according toinstitutional policy.

Fairfield University Benefits