Advancement Operations Systems Coordinator

Advancement Operations Systems Coordinator

Job no: 499132
Work type: Staff Full-time
Department: Institutional Advancement
Location: Wilf Campus, 500 West 185th Street, NY, NY
Categories: Administrative Support, Data Analytics/ Reporting

Position Summary:

Reporting to the Senior Director of IA Information Systems and Analytics, the Advancement Operations Systems Coordinator plays a critical operational role within the Office of Institutional Advancement, responsible for supporting the accurate, timely, and consistent flow of data across the department’s platforms, including online giving, event management, email marketing, and text/SMS engagement systems. This position manages platform access, maintains operational assets, coordinates data handoffs to downstream teams, and supports staff use of advancement systems and processes.

More than any specific system experience, we are looking for someone who is wired for operational precision. The right candidate finds satisfaction in getting the details right, takes ownership when something looks off, and doesn't guess when they're unsure — they ask. They are comfortable being the person others rely on to make sure data is clean and processes are followed.

This position is 2 days in the office.

Position Responsibilities:

Access Management

• Serve as the access administrator across the office's suite of third-party platforms.
• Create new user accounts, assign appropriate permission levels, and deactivate access when staff depart or change roles.
• Maintain accurate records of active users across systems and conduct periodic access audits to ensure permissions remain appropriate and consistent with institutional policies.

Platform Asset Maintenance

• Build, update, and maintain operational assets within giving, event management, email marketing, and text/SMS platforms as directed by program owners and fundraising staff.
• Configure online giving pages, campaign settings, event registration pages, attendee fields, capacity settings, confirmation messaging, audience segments, distribution lists, contact lists, tracking codes, and campaign tags.
• Ensure assets are accurately assembled, configured, tested, and functional before going live.
• Flag discrepancies, missing information, or unclear instructions to the requestor before finalizing platform assets.

Data Movement and Quality Control

• Manage routine and ad hoc data transfers between advancement platforms and the central CRM.
• Export transaction and engagement records from giving, event, email, and texting platforms.
• Clean, format, and validate Excel and CSV files for completeness, accuracy, formatting errors, missing fields, duplicate records, and other data quality issues.
• Prepare final files for handoff to gift processing and other downstream teams, following established templates and business rules.
• Receive and process vendor data files, including address updates and third-party giving data, and prepare them for import or handoff.
• Coordinate with gift processing staff to ensure files are delivered accurately, completely, and on schedule.
• Log completed data transfers and assist with returned mail logging.

Systems Support and Staff Training

• Serve as the day-to-day operational resource for the platforms within the role's scope, including giving, event management, email marketing, and text/SMS systems.
• Answer staff questions about platform functionality and assist with troubleshooting operational issues.
• Provide onboarding training for new employees on relevant systems and recurring processes.
• Support CRM-related lookup and data validation tasks while partnering with the primary CRM administrator on issues outside the role's scope.

Process Documentation

• Create and maintain standard operating procedures for recurring data tasks,…