Data Administrator

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