Advancement Services Data Specialist

Fairfield University; United States; On-site; USD 45,000 - 48,000; Full time

Job summary

Fairfield University is seeking an Advancement Services Data Specialist to ensure data accuracy across multiple Advancement platforms. The role focuses on input, maintenance, and quality assurance of constituents and related data, while supporting imaging, budgeting, and process improvements.

The ideal candidate will be highly detail-oriented with strong analytical skills and the ability to work across teams to improve workflows and maintain confidentiality of sensitive information.

Qualifications

• Experience with data entry and maintenance in complex systems.
• Ability to manage large volumes of detailed data with high accuracy.
• Proficient in Microsoft Office, especially Excel; ability to learn new systems.

Responsibilities

• Enter and maintain constituent, biographical, and related data per standards.
• Review source docs for completeness before updates and perform quality checks.
• Identify and correct data issues; propose and implement process improvements.
• Assist with document imaging, storage, scanning, indexing, and training.
• Support budgeting, purchasing, and expense processing for Advancement Services.

Skills

Data entry

Data quality

Excel proficiency

Analytical skills

Documentation

Discretion with confidential info

Education

Bachelor’s degree or equivalent work experience

Tools

DocFinity (imaging software)

Job description

Job Description: Department: Advancement Strategic Operations - Advancement Technology & Information Services Reports To: Senior Director, Advancement Technology & Information Services Collaborative Supervision: Associate Director, Advancement Technology & Information Services Additional Collaboration With: Assistant Director, Advancement Technology & Information Services 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 inspires philanthropy that advances Fairfield University’s mission and ambitions. The role directly supports and will enhance the input (manual and import entry), maintenance, accuracy, integrity, and completeness of data across multiple Advancement Services and divisional platforms. Through an analytical approach, the Specialist plays a key role in correcting database errors by exploring their source or cause, identifying patterns that may impact numerous data points or records, and helps develop the processes and controls to prevent those issues from recurring. The Specialist will utilize numerous tools including batch-processing capabilities to improve efficiency and reduce manual data entry. The Specialist will also provide administrative and scheduling support to the Associate Vice President of Advancement Strategic Operations and play a role in the budgeting and purchasing (requisitions, orders, expense activities, etc.) for the Advancement Services department. This position is well suited for someone who is highly detail-oriented, naturally curious about how data moves through systems, enjoys solving problems, and is motivated to continuously improve processes. The position reports directly to the Senior Director of Advancement Services.

ESSENTIAL RESPONSIBILITIES

• Data Processing and Maintenance Develop a thorough understanding of Advancement systems, data structure, and relationships among records.
• Accurately enter and maintain constituent, biographical, relationship, and other data from various sources in accordance with established standards.
• Review source documentation for completeness and consistency before performing updates.
• Perform quality checks on completed work and maintain documentation of data changes and established processes.
• Serve as the primary liaison for document imaging and storage inclusive of scanning, indexing, uploading, testing, and training.
• Data Quality and Analysis Identify and investigate inaccurate or duplicate data to determine the scope and source of issues.
• Recommend and implement corrections for individual records or batch cleanups.
• Apply sound judgment to determine if issues require isolated corrections or broader process interventions.
• Data Imports and Process Improvement Utilize query, import, and other tools to replace manual entry and improve workflow efficiency.
• Prepare, validate, and reconcile data files for import to ensure adherence to standards.
• Develop and maintain documentation for recurring data processes and process improvements.
• Identify opportunities to improve workflows, reduce manual efforts, and increase data accuracy.
• Collaborate with colleagues to implement process improvements while maintaining appropriate controls.
• Operational Support, Budget, Purchasing, and Expense Administration Provide general administrative and operational support to the Associate Vice President of Advancement Strategic Operations on projects and priorities as needed.
• Initiate and track purchase requisitions, supply orders, and expense reports in compliance with institutional policies.
• Review financial documentation for accuracy, proper coding, and required approvals.
• Coordinate with finance, procurement, and vendors to resolve invoicing or payment discrepancies.
• Maintain organized records of all financial transactions and supporting documentation.
• Auditing and Data Governance Conduct routine audits to identify data inconsistencies and track error trends.
• Assist in establishing and maintaining advancement data standards and procedures.
• Ensure data-quality practices are consistently applied across Advancement Services.
• Collaboration and Confidentiality Partner with colleagues across the institution to resolve data issues and improve processes.
• Communicate technical data problems and solutions clearly to department leadership.
• Maintain strict confidentiality and discretion regarding constituent and financial information.

REQUIRED QUALIFICATIONS

• Experience in data entry, management, record maintenance, and administrative/financial systems.
• Proven ability to manage large volumes of detailed data with exceptional accuracy.
• Strong analytical and problem-solving skills, including the ability to identify data anomalies.
• Proficiency in Microsoft Office with a focus on the utilization of Excel and the ability to learn new technical systems and procedures.
• Strong organizational skills with the ability to manage multiple priorities 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 a strong preference for experience with Blackbaud Raiser’s Edge (Database & NXT).
• Experience in higher education, nonprofit, or complex data environments.
• Familiarity with data governance standards.
• Proficiency in data imports, batch processing, and database maintenance.
• Experience developing data audits, quality-control processes, or reporting queries.
• Familiarity with budget administration, expense processing, or financial reconciliation (WorkDay).
• Proficiency in the use of document imaging software (DocFinity) for scanning, indexing, software upgrade testing, and training facilitation.

Compensation: $32.71-$35.71 hourly Category: Advancement - Staff Performs such other duties, responsibilities, and activities as required by supervisor and as departmental/University needs indicate.

*Disclaimer The above information indicates the general nature and level of work performed by employees within this classification. It is not designed to contain and should not be interpreted as a comprehensive inventory of all duties, responsibilities, activities, and/or qualifications required or expected of employees assigned to this job. Duties, responsibilities, and activities may change and new ones may be assigned at any time, with or without notice. All offers of employment are contingent upon a satisfactory background check. Fairfield University provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. Eligible employees may receive health, dental, retirement, paid time off, tuition benefits, and other benefits according to institutional policy.

Founded in 1942, Fairfield University is a modern, Jesuit Catholic University rooted in one of the world’s oldest intellectual and spiritual traditions. With campuses located in Fairfield, CT Bridgeport, CT, and Austin, TX, we strive to create a workforce that is rich in skill, knowledge, and pride in our work. Members of the Fairfield University community exhibit mutual respect, compassion, and inclusivity, aspiring to be a welcoming environment representative of an ever-changing and diverse global populace. As our University rises in national prominence, we are committed to fostering a healthy workplace and lifestyle for our employees. At Fairfield, the future is filled with opportunities as limitless as your potential, and they all begin with you.