Advancement Data Specialist

Required Application Materials

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.

Important Instructions:

When prompted to upload your “resume”, upload your combined documents as one file.

• Please do not upload documents to “Cover Letter” or “References”.

If the required application materials were not uploaded at the “resume” prompt, please withdraw your application, and re-apply to upload your combined documents as one file.

Job Summary

The Advancement Data Specialist will support the Advancement Services data and gift processing teams. Responsibilities will include updating constituent records in Raiser’s Edge NXT (RENXT), performing data research as needed, monitoring obituaries, and serving as a backup gift processor. This role will contribute to the data accuracy and integrity of the database to ensure reporting meets intended purposes and standards. Additionally, this role will help identify process improvements related to record maintenance, processing, and reporting. The Advancement Data Specialist will maintain professional relationships with others and have excellent customer services skills. As such, this individual must collaborate well with others in the delivery of outcomes related to strategic initiatives.

Major Responsibilities/Duties/Critical Tasks

Tasks related to constituent record management:

• Review and/or enter a range of constituent information from a variety of sources (e.g. email, correspondence, returned mail, online updates, surveys, internet research, and hard files) into RENXT on a daily basis in accordance with established procedures.
• Research and enter information on constituents including current addresses, phone numbers, and other relevant data.
• Coordinate annual or bi-annual screenings of the database and enter all findings into RENXT.
• Respond to written and phone requests for contact information.
• Research and process all obituary notices for deceased constituents.
• As needed, compile contact information on constituents for merges into letters, labels, directories, and other reporting purposes.
• Maintain hard copy files, as needed.
• Provide ongoing daily support in scanning, indexing and filing electronic documents.

Assist Advancement Services leadership with planning efforts and projects that will lead to the ongoing implementation of constituent data management in RENXT:

• As directed, work with the team to develop standard queries, exports and reports using RENXT and Power BI.
• Identify potential data integrity issues throughout RENXT database.
• Create data integrity reports and incorporate them into the overall data quality assurance program.
• Monitor audit queries and other tools designed to ensure maximum data integrity and make all corrections in a timely and accurate manner.
• As requested, perform advanced data functions, including merging records, administering global changes, and creating or revising import profiles.
• Contribute to the development and/or revision of documentation related to policies and procedures governing the management of data.
• Create basic and complex queries used to export data and lists as needed.

As needed, provide back-up assistance related to gift and pledge processing:

• Receive, record, and receipt all gifts and written pledges with accuracy and timeliness.
• Send official receipts/acknowledgment letters to donors in accordance with established procedures.
• Route any documentation accompanying gift remittances and returned mail (e.g., notification of bequests, address changes, pledge information, comments, and questions) to the appropriate offices.
• Update individual gift and pledge records as requested.
• File appropriate copies of gift and pledge documents in donor files.
• Maintain source documentation on all gifts and pledges, as needed.
• Assist with account reconciliation in relation to gift accounts.
• Assist with training and supporting Raiser’s Edge end-users thus enabling them to do the tasks needed in their respective areas.
• Collaborate with Advancement personnel on tasks/projects as needed.
• Take an active role in projects where needed and provide information in a timely manner.
• Assist with report generation and dashboard creation.
• Log prospect and donor news, communication, and information into Raiser’s Edge records.
• Perform research on constituents as needed utilizing the tools available.
• Learn and adhere to CASE standards and maintain the confidentiality of information while respecting donor requests for anonymity.
• Collaborate with the Office of Sponsored Research to ensure grants that can be counted as gifts are identified and entered in Raiser’s Edge.
• Other duties as assigned.

Required Education/Experience

• Bachelor’s degree.
• Two (2) years of database experience.
• A combination of experience and education may be considered.

Accompanying Knowledge, Skills, Abilities and Competencies

• Strong working knowledge of database software, preferably Raiser’s Edge.
• Must be detail oriented and able to maintain records with a high level of accuracy.
• Ability to learn and adapt quickly as changes in procedure occur, new processes are implemented, or tasks are re-prioritized.
• Ability to identify problems, troubleshoot, and propose solutions.
• Ability to use critical thinking skills, evaluate processes, and find improvement opportunities for better efficiency.
• Must have strong organizational and time management skills, be able to effectively prioritize tasks, and be able to multi-task in a fast-paced environment while meeting important deadlines and maintaining flexibility.
• Must be able to work independently and as part of a team by establishing good working relationships with other staff, faculty, students, alumni, volunteers, and donors.
• Must maintain high standards of integrity and confidentiality and have a demonstrated proficiency working with data and financial information.
• Strong interpersonal, proofreading, spelling, verbal, and written communication skills.
• Strong customer service skills.
• Excellent computer skills required, including the ability to learn special software and databases.
• Strong research skills for the purpose of updating constituent information.
• Experience working in PeopleSoft and a familiarity with the Advancement Department.
• Proficient in using computers and Microsoft Office software, specifically Word, Excel, and Outlook.

About The University of Texas at Tyler

The University of Texas at Tyler is part of the prestigious University of Texas System that includes 13 institutions located throughout the state. Founded in 1971, UT Tyler today enrolls 10,000 students and consists of six colleges.

Our beautiful Tyler campus features more than 200 acres nestled along a lake and surrounded by thick pine and oak forests, providing a picturesque location for study and recreation. We also offer instructional sites at The University of Texas Health Science Center at Tyler and in Palestine, Longview, and Houston.

With more than 80 bachelor's, master's and doctoral degree programs offered, UT Tyler provides a wealth of learning opportunities and dynamic programs.

For more information, please visit https://www.uttyler.edu/about/.

Additional Information

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

This position is security-sensitive and subject to Texas Education Code Section 51.215, which authorizes the employer to obtain criminal history record information. Applicants selected must be able to show proof of eligibility to work in the United States by time of hire.

EEO/AA Statement

The University of Texas at Tyler is an Equal Employment Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, sexual orientation, gender identity, status as a protected veteran, among other things, or status as a qualified individual with a disability.