Data Integrity and Donor Services Specialist

Location

University of Texas at Tyler:
Tyler, Texas. This position does not allow for remote work.

A single PDF or Word document containing a resume, letter of interest, and a list of the names and contact information for three (3) professional references is required to apply.

The Data Integrity & Donor Services Specialist is responsible for ensuring the accuracy, consistency, and reliability of constituent and gift data within University Advancement systems. This position plays a key role in supporting fundraising by managing gift processing, maintaining constituent records, coordinating donor acknowledgments and thank-you correspondence, and supporting stewardship activities. The position serves as a critical link between gift administration, data management, donor stewardship, and fundraising operations, helping ensure that gifts are processed accurately and promptly, donors are appropriately acknowledged, and advancement data remains complete and reliable.

The position may work after-hours or weekends for various University or fundraising events as needed.

• Process charitable gifts, pledges, pledge payments, matching gifts, and other contributions in the advancement database.
• Review gift documentation to ensure gifts are accurately recorded and appropriately designated.
• Maintain supporting documentation for gifts and pledges in accordance with University policies and procedures.
• Assist with pledge entry, installment schedules, adjustments, and write-offs.
• Coordinate with University departments as needed to resolve gift processing or fund designation questions.
• Assist with gift reconciliation and identification of discrepancies between advancement and financial systems.
• Support fiscal year-end and calendar year-end gift processing activities.
• Ensure timely and accurate processing of gifts to support donor receipting and acknowledgment.
• Manage the acknowledgment process for charitable gifts.
• Generate and distribute gift receipts, acknowledgment letters, and other donor correspondence.
• Coordinate personalized thank-you letters and acknowledgments for University leadership, deans, development officers, and other appropriate representatives.
• Maintain acknowledgment templates and processes to ensure correspondence is accurate, timely, and consistent.
• Track acknowledgments requiring signatures, personalization, or special handling.
• Identify significant or unusual gifts requiring additional acknowledgment or follow-up.
• Support donor stewardship activities, including preparation of donor correspondence, reports, and recognition materials.
• Assist with stewardship of endowed and restricted funds by maintaining accurate donor, fund, and gift information.
• Support annual endowment reporting and other donor reporting processes.
• Maintain donor recognition information and assist with recognition lists, giving societies, donor walls, and other recognition programs.
• Work with development and donor relations staff to ensure donor preferences and recognition requests are accurately documented.
• Assist with tracking stewardship commitments and donor-related follow-up.
• Maintain accurate and complete constituent records within the advancement database.
• Process biographical and demographic updates, including names, addresses, contact information, employment, education, relationships, and communication preferences.
• Review and resolve duplicate constituent records.
• Maintain household, spouse, organization, and relationship information.
• Process returned mail, address updates, deceased notifications, and other record changes.
• Conduct routine data audits to identify incomplete, inconsistent, or inaccurate information.
• Research and resolve data discrepancies.
• Assist with establishing and maintaining data standards, naming conventions, coding practices, and documentation.
• Perform data cleanup projects and support ongoing efforts to improve the overall quality of advancement data.
• Follow established gift acceptance, data management, and donor confidentiality policies.
• Help ensure advancement records comply with institutional policies, donor intent, and applicable charitable giving requirements.
• Identify recurring data quality issues and recommend process improvements.
• Document procedures related to gift processing, acknowledgments, stewardship, and data maintenance.
• Assist with testing and quality assurance when system changes or new processes are implemented.
• Protect confidential donor and…