Advancement Data Administrator

Job Title

Advancement Data Administrator

Department

Advancement Services

Job Code

A31314

Job category

Full Time Staff

Terms and Hours

Full Time Exempt

Salary Range

Starting Salary at $53,800; commensurate with experience

Job Summary

The Data Administrator I supports the University’s Constituent Relationship Management (CRM) system and all fundraising and alumni relations data‐related technologies for the University Relations Division. This position is responsible for providing administrative functions associated with several technologies to support fundraising efforts and assists with data entry and analysis. This position reports to the Associate Director of Data & Analytics.

Core Duties

• Support the CRM system, monitoring system integrity and quality control, managing and/or supporting imports and integrations, executing printed and electronic communication campaigns, and managing secure roles, permissions, and associated tasks. Works in close partnership with other Data Administrators, prospect research, Information Services, and third‐party vendors.
• Support administrative functions associated with the CRM system, including testing and upgrades of the CRM itself, as well as integrations with other platforms and systems.
• Manage back‐end IModules website platform to facilitate efficient and effective use, data input, retrieval, processing, analysis, and reporting.
• Assist with managing website presence for Advancement and University Relations division and develop links, data navigation, page layouts, forms and other tools. Works closely with the IModules vendor and teammates to ensure end user experience.
• Assist with administering and maintaining programs requiring complex combination of data from multiple sources including but not limited to wealth screens (IWAVE and Windfall), surveys, data appends from outside agencies, and other campus databases (Slate and Engage).
• Support web applications and design with HTML and CSS.
• Complete data entry and comprehensive information management for all constituents including alumni, organization, donors, parents, etc.
• Assist with gift processing when needed and other data entry projects as assigned.
• Assist with summarizing, interpreting, and presenting results in written, tabular, and/or visual formats in dashboards and/or other reporting tools.
• Maintain comprehensive training documentation pertaining to the systems and associated processes and may provide basic troubleshooting or technical support as needed.
• Provide excellent customer service to internal and external clients.
• Interact with constituents, including donors, alumni, corporate/academic partnerships, planned giving, and other university stakeholders regarding data maintenance activities.

Other duties as relevant to the duties of the position or as assigned by supervisor or designee.

Please note that the above list of duties is not comprehensive but generally demonstrates the types of matters under this position’s purview and responsibility.

Education & Experience

Required Education and Experience

• Required: Bachelor’s degree in related field of study.
• Required: 1‐2 years professional experience in a data focused role using Microsoft Excel, including use of VBA, pivot charts, and tables. Experience with HTML and CSS.
• Preferred: Experience in higher education and knowledge of higher education fundraising and alumni relations.
• Preferred: Experience with Blackbaud Raiser’s Edge, iModules, Qualtrics, and Tableau.
• Preferred: Familiarity with at least one scripting language such as R or Python.
• Preferred: Experience writing SQL queries for reporting and analysis
• Or equivalent education and/or experience.

Certifications & Licenses

• None

Knowledge, Skills & Abilities

• Strong computer skills and proficiency with office software and database applications; ability to quickly learn and use new technologies and applications in depth at level of proficiency appropriate for the position’s duties.

• Financial and statistical record‐keeping techniques and proficiency with numbers and arithmetic.

• Ability to quickly learn and use computer information systems and database software.

• Experience with data entry and a passion for data integrity.

• Demonstrated technology administration experience.

• Strong attention to detail and accuracy.

• Strong analytical skills.

• Strong orientation towards problem solving, improving processes and systems, and achieving efficiencies.

• Strong ability to respect and promote confidentiality of information (including alumni

  and donor information) and strong ability to practice a high level of data privacy.

• Strong time management skills, with the ability to work under pressure, manage multiple tasks, and be detail‐oriented and deadline driven.

• Strong orientation towards taking ownership of projects and assignments and being proactive with projects, assignments, and process improvements.

• Ability to function successfully in a fast‐paced work environment with dynamic priorities.

• Strong interpersonal skills and able to work independently, as well as collaboratively, as part of the Office of Development team.

• Excellent verbal and written communication skills.

• Ability to establish effective working relationships, professional rapport, and effectively accomplish work within a University setting that includes a wide array of individuals, groups, policies, and processes.

• Competence with and commitment to inclusive excellence; ability to be an effective partner with diverse students, faculty, and staff.

• Effective ability to use and learn computers, technology, software, and applications at level of sophistication required for the duties of the position, including, without limitation, Microsoft Office (Outlook, Word, Excel, and PowerPoint), the internet, and computerized maintenance management systems.

Physical Requirements

• Frequently: sit, perform desk‐based computer tasks; use fine manipulation and grasp; use a telephone; write by hand; sort and file paperwork.
• Occasionally: stand and walk; twist; lift, carry, push, and pull objects that weigh up to 10 pounds.
• Occasionally: ability to attend events and activities on or off campus.
• Frequently: ability to interact and communicate with members of the University and others as necessary.
• Occasionally: ability to travel for training and meetings.

Working Conditions

• Hours of employment: sometimes may require working flexible and/or longer hours, including nights and weekends, when necessitated by projects.
• Stress from work?related situations such as those involving challenging, important, urgent, time?sensitive, or multiple matters.

Work Standards

• Respect for the University’s mission and Catholic identity: demonstrates commitment to learning, respecting, and contributing to the mission of the University, a Catholic and Congregation of Holy Cross institution. The University’s mission statement states in relevant part: “we pursue teaching and learning, faith and formation, service and leadership in the classroom, residence halls, and the world.” The University’s Statement of Inclusion states in relevant part: “Our belief in the inherent dignity of each person is founded upon the social teaching of the Catholic Church. At the center of that teaching is the fundamental mandate that every person, regardless of race, color, religion, gender, sexual orientation, social or economic class, age, or disability shall be treated with respect and dignity.”
  • The full Mission Statement is at: www.up.edu/about/mission.
  • The full Statement of Inclusion is at: www.up.edu/disclosures/inclusion.
• Promote culture of safety: demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
• Compliance with laws and policies and procedures: subject to and expected to comply with all applicable University, departmental, and other applicable policies and procedures, including but not limited to, the personnel, business, and/or other policies of the University.
• Compliance with driving?related laws and requirements: when conducting university business while driving, must comply with the Oregon Vehicle Code and University of Portland driving requirements.
• Interpersonal skills: demonstrates the ability to work professionally with all University of Portland community members, external organizations, and any other person or organization employee interacts with in his or her University capacity.

Benefits

Medical and dental insurance, life insurance, sick time and vacation time consistent with University policies, long‐ term disability insurance, flexible spending account benefits, tuition remission benefits generally starting after 90 days (employee) or 2 years (spouse and children) of employment, retirement contributions generally starting after 2 years of employment, and eligibility for the University’s home purchase assistance program consistent with program requirements. (Benefits are subject to all relevant University policies, practices, contracts, and any other relevant materials.)

Posting Detail Information

Posting Number

S407-2023

Number of Vacancies

1

Estimated Start Date

Open Date

10/19/2026

Close Date

Open Until Filled

No

Special Instructions Summary