Advancement Services Data Specialist

Saint Mary's College · Notre Dame

Join the Saint Mary’s College Community!

Saint Mary’s College, a distinguished Catholic women’s college known for its commitment to educating and empowering women, offers a welcoming and collaborative environment where meaningful work makes a difference. As part of the Advancement team, you’ll help strengthen the connections between the College, its alumnae, and its generous supporters.

We are seeking a detail-oriented, service-minded professional to join our team as an Advancement Services Data Specialist. In this role, you’ll play an important part in supporting fundraising efforts, maintaining accurate donor records, and creating positive experiences for alumnae and donors. If you enjoy keeping things organized, working with data, supporting special events, and helping a team achieve its goals, we invite you to apply and become part of the Saint Mary’s College community!

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, this position supports the systems, processes, and workflows that sustain fundraising and alumnae engagement.

Responsibilities include maintaining accurate constituent, alumnae, donor, and gift records; assisting with gift processing, donor acknowledgments, stewardship, and reporting; supporting alumnae communications, events, and volunteer engagement; and providing general administrative support for Advancement Services and Alumnae Relations.

The successful candidate will demonstrate a strong commitment to accuracy, confidentiality, customer service, and continuous process improvement. This position plays an important role in maintaining data integrity, supporting operational excellence, and strengthening relationships with donors, alumnae, volunteers, and the broader College community.

Key responsibilities include:

Maintaining and updating constituent, alumnae, donor, and organizational records in College database systems.
Processing gifts, pledges, and charitable contributions in accordance with established policies and procedures.
Supporting donor acknowledgment, receipting, stewardship, recognition, and engagement activities.
Generating reports, queries, lists, and data extracts to support fundraising, events, and alumnae engagement.
Assisting with data audits, record reviews, and quality-control efforts to ensure database accuracy.
Preparing correspondence, reports, spreadsheets, presentations, mailings, and other administrative materials.
Coordinating communications and responding professionally to routine inquiries from donors, alumnae, volunteers, and campus constituents.
Providing logistical and administrative support for Reunion, alumnae events, donor events, meetings, and other Advancement Division initiatives.
Assisting with event registration, attendee tracking, volunteer engagement, and constituent outreach.
Maintaining departmental files, documentation, and records retention processes.
Supporting operational workflows and documenting business processes, procedures, and data entry standards.
Training and providing guidance to student workers as assigned.
Performing other duties and special projects as assigned.

Minimum Qualifications

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, with 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 the ability to work independently and collaboratively.
Commitment to exceptional constituent service and the ability to build positive relationships with alumnae, donors, volunteers, and members of the College community.

Preferred Qualifications

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.

Schedule

40 hours per week, 12 months per year.
Monday–Friday.
Onsite position.

Applicants 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, either now or in the future.

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