Advancement Services Data Specialist

Location: Notre Dame

Job-:
Staff

Location:

Notre Dame, IN, United States

Schedule:

Full time Posted:
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…