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Advancement Data Specialist

Colorado State University

This is a Full-time position in Fort Collins, CO posted November 22, 2021.

Please see Special Instructions for more details.

For full consideration, all materials must be received by 11:59 pm (MT) on October 24, 2021.

Applications will be reviewed within two weeks of the full consideration date and all applicants will be notified of their status in the search.

A $2,500 moving allowance may be negotiated at the time of hire. 

Applicants should submit 1) a cover letter that demonstrates any and all of the required and preferred qualifications that they meet 2) a resume, and 3) three professional references noting name, phone number, email address, and professional relationship (one must be a current or former supervisor).

References will not be contacted without prior notification of candidates.

For tips on how to craft a successful application, please review the FAQ document on our Careers site at: giving.colostate.edu/careers/current-opportunities/.

You can also sign up for our Careers mailing list to receive updates about future job opportunities with CSU University Advancement.

Questions regarding the position or anything else related to careers with UA may be directed to Samantha Husted, HR Generalist, at Samantha.Husted@colostate.edu.

Working Title Advancement Data Specialist

Position Location Fort Collins, CO

Research Professional Position No

Posting Number 202101150AP

Position Type Admin Professional/ Research Professional

To ensure full consideration, applications must be received by 11:59pm (MT) on 10/24/2021

Description of Work Unit

Colorado State University 
University Advancement 
Advancement Data Specialist 
 
The unit of Constituent and Gift Information within University Advancement at Colorado State University is seeking an Advancement Data Specialist.

This position manages data to support the fundraising and relationship-building mission of the University Advancement division. 
 
Who We Are 
Located in the beautiful town of Fort Collins, Colorado, CSU is a premier land-grant university with world-class programs in education, outreach, and research.

CSU has a student body of over 34,000 students, 7,400 employees, 232,000 living alumni, and annual research expenditures exceeding $350 million.

Guided by the five supporting Principles of Community: Inclusion, Integrity, Respect, Service, and Social Justice, the University constantly pursues its mission and vision of access, research, teaching, service, and engagement. 
 
Within CSU , the Division of University Advancement is integral to achieving and sustaining the University’s institutional excellence through fundraising and engagement efforts.

Our purpose is to connect our alumni, friends, corporations, and foundations to raise the financial support necessary to advance the University’s mission and vision.

With one of the leading development teams in the country, the Division most recently reached its $1 billion fundraising campaign goal 19 months ahead of schedule. 
 
The Office of Constituent & Gift Information ( CGI ) works collaboratively to support fundraising activity across the University and advances the CSU and University Advancement mission by providing excellent information acquisition and data management services for the University’s fundraising programs and initiatives.

CGI is responsible for the acquisition and management of demographic and gift information pertinent to University constituents (including alumni, donors, parents, faculty/staff, trustees and prospects) using a large and complex relational database with data interfaces to a wide variety of university and external applications.

As the University’s central gift administration team, CGI manages over 50,000 private support transactions on an annual basis. 
 
In addition, CGI manages a document imaging & workflow system to support fundraising needs.

CGI receives, processes and manages information regarding charitable contributions and commitments to the university, assuring its accurate and effective transmittal to partner agencies (including CSU Foundation, CSU Research Foundation and CSU Business & Financial Services.) CGI oversees a full-range of gift administration, document management and workflow services; including solicitation planning and approval, gift fund management, and matching gift fulfillment.

Position Summary

We are seeking a successful individual who has a proven track record of managing data in a highly automated and quality-driven environment.

The ideal candidate will be a detail fanatic and thrive in a fast-paced and metrics/results-driven team.

This person will have a strong work ethic and a passion to continue our division’s success as a premier fundraising team. 
 
The Advancement Data Specialist manages data to support the fundraising and relationship-building mission of the University Advancement division.

This position primarily utilizes the Ellucian Advance computer system, a complex relational database with over 800,000 constituent records and over 1,000,000 financial records, with each record containing over 1,000 potential data elements tracked in over 350 tables. 
 
This position utilizes other systems/applications at their discretion to ensure the ongoing completeness, quality and relevance of the Advance system, with a focus on integration of constituent data to support the needs of fundraising/advancement staff.

With limited supervision and periodic review of work product, this position uses discretion to complete assignments and projects which vary in content, complexity and deadline. 
 
This position interacts directly with university faculty/staff to provide guidance and assistance to ensure quality of data.

This position requires thorough understanding of division priorities & goals, university policies, industry standards, and software requirements – with ability to apply same to varying and unique requests/situations.

Work product impacts colleges and divisions across the university; work product also impacts constituents of the university including donors, major gift prospects, parents, alumni, board members, etc.

This individual will help support University Advancement’s commitment to excellence in diversity, equity, and inclusion by helping ensure that services and processes are inclusive. 
 
This position is a 12-month full-time appointment, based in Fort Collins and reporting to the Director of Constituent & Gift Information, with the potential for flexible work arrangements, including remote work.

Required Job Qualifications

  • Bachelor’s degree from an accredited institution in Business, Computer Information Systems, Information Technology, Economics, Statistics, or related field by employment start date. 
  • One year of experience managing data, utilizing a complex relational database system ( CRM ) such as the Ellucian Advance system. 
  • Demonstrates active engagement and support of diverse individuals, opinions and perspectives, and actively engages with and supports the universities’ mission, vision and values.

Preferred Job Qualifications

  • Three years working in a higher education fundraising environment. 
  • Impeccable attention to detail, accuracy and quality of work product. 
  • Excellent information technology skills with an aptitude to learn and effectively utilize a variety of software tools at a ‘power user’ level. 
  • Demonstrated ability to work independently as a member of a team and to thrive in a creative, fast-paced environment. 
  • Demonstrated ability to manage multiple projects and priorities, to respond effectively to change, and to manage demanding work situations and deadlines.

Diversity Statement

Reflecting departmental and institutional values, candidates are expected to have the ability to advance the Department’s commitment to diversity and inclusion.

Job Duty Category Maintain Complex Data

Duty/Responsibility

Analyze a wide variety of data sources which are sometimes unpredictable and conflicting, including: 

• Complex electronic data files received from a variety of external sources such as: Aries student system (ex.

new grads, students with intent to graduate, scholarship recipients, etc.), human resources system (ex.

new employees, retirements, etc.), CVMBS (ex.

new patients), UCA (new museum patrons), advancement website (ex.

self-reported updates), telemarketing systems, and vendors (ex.

AccuData, NCOA , etc.) 

• Specific personal information received by mail, phone and email such as updates directly from constituents, faculty and staff sharing information (esp.

development staff), returned mail, survey responses, documentation accompanying gifts, etc. 

• Evaluate, verify and process incoming constituent demographic/biographic information to support fundraising projects and needs.

This includes information for major gift prospects, significant donors and community leaders. 

• Assess the incoming data for quality, consistency and potential issues.

Determine appropriate methods and reference points to be utilized to process data.

Utilize import programs to process data; or perform manual keying; or prepare for student assistant manual keying as needed and appropriate. 

• Assess multiple projects, requests and deadlines to determine strategy and priority for completing and/or supporting.

Use judgement and collaboration with colleagues to make effective prioritization decisions, with minimal consultation with supervisor.

Determine appropriate steps needed to accomplish a task in a given timeframe, prioritize projects as they are received and ensure results will meet the requestors’ needs.

Determine if and how to communicate with colleagues and areas requesting assistance to ensure expectations are understood and met.

Prioritize various data issues to be investigated based on current activity/needs throughout University and the potential impact on those activities. 

• Utilize a wide variety of resources and references to ensure quality results, including online proprietary data services (ex.

AlumniFinder, ObitRegistry, etc.), free online resources (ex.

social security death index), and online vendor documentation. 

• Demonstrate commitment to cultural competency and inclusive excellence by developing successful relationships of partners and co-workers with various identities and backgrounds.

Percentage Of Time 50

Job Duty Category Prospect Identification, Research, Collaboration

Duty/Responsibility

Evaluate, verify and process constituent activity data as needed, including: 

• Event registrations, committee participation, affiliations, etc. 

• Basic gift activity, such as payments on pledges 

• Special projects to import new constituents/new constituent activity to support new fundraising programs and initiatives. 

• Provide expedient quality results to ensure accuracy and completeness of Advance fundraising system. 

• Collaborate closely with faculty/staff across the university to meet deadlines and preferences for a variety of competing projects. 

• Exercise sound judgment and problem-solving skills to develop solutions for unanticipated and unique requests. 

• Ensure data evaluation processes are done with equality in mind; identify any biases in the process.

Percentage Of Time 20

Job Duty Category Data Quality Assurance

Duty/Responsibility

• Proactively identify and evaluate inaccuracies, inconsistencies, omissions and redundancies in system. 

• Ensure data is consistent, complete and able to support current and future needs of the University, esp.

to support future fundraising activity. 

• Analyze issues, research implications, test alternative approaches for resolution, and perform corrections; or make recommendations for change in procedures to appropriate senior staff.

This includes all bio/demographic data residing in Advance information system, not just data recorded by the CGI team itself. 

• Work with faculty/staff across University to detect new uses of information that may have not been anticipated and recommending solutions to meet these new needs to senior staff. 

• Proactively identify issues which may impact integral financial requirements of system such as gift receipts, gift club calculations and fundraising results reports.

Research and resolve duplicate constituent records, including resolution of associated financial activity. 

• Investigate and resolve (perceived or real) data issues identified by other university faculty/staff; performing corrections as needed and communicating to involved parties to support common understanding and collaboration; explain complex data requirements to a general audience in an approachable and helpful manner. 

• Recommend improvements and efficiencies in data maintenance procedures to ensure the accuracy and integrity of the data.

Percentage Of Time 20

Job Duty Category Analyze System Updates, Enhancements, and Installations

Duty/Responsibility

• Synthesize division priorities & requirements, University policies & procedures, federal & state regulations, system requirements and advancement industry standards to perform methodical and thorough testing of updates/enhancements/installations of production systems.

These updates/enhancements/installations may be initiated by vendors, IT or internally within CGI itself, but all must be evaluated prior to putting into production environment.

Provide guidance and recommendations to IT partners, to resolve identified issues and to bring functionality into compliance with applicable policies/procedures/regulations. 

• Understand and apply knowledge of policies, procedures and operations relevant to advancement data.

This includes: 

• Application software (Advance, OnBase, CampusCALL, AWA , CDIStiller, etc.) 

• Loader program application procedures, advancement program requirements, 

• CSU policies, procedures, industry standards (e.g.

CASE , NACUBO ), and federal & state regulations (e.g.

IRS , FERPA .)

Percentage Of Time 10

Special Instructions to Applicants

For full consideration, all materials must be received by 11:59 pm (MT) on October 24, 2021.

Applications will be reviewed within two weeks of the full consideration date and all applicants will be notified of their status in the search.

A $2,500 moving allowance may be negotiated at the time of hire. 

Applicants should submit 1) a cover letter that demonstrates any and all of the required and preferred qualifications that they meet 2) a resume, and 3) three professional references noting name, phone number, email address, and professional relationship (one must be a current or former supervisor).

References will not be contacted without prior notification of candidates.

For tips on how to craft a successful application, please review the FAQ document on our Careers site at: giving.colostate.edu/careers/current-opportunities/.

You can also sign up for our Careers mailing list to receive updates about future job opportunities with CSU University Advancement.

Questions regarding the position or anything else related to careers with UA may be directed to Samantha Husted, HR Generalist, at Samantha.Husted@colostate.edu.

Conditions of Employment Pre-employment Criminal Background Check (required for new hires)

Search Contact

EEO Statement

Colorado State University is committed to providing an environment that is free from discrimination and harassment based on race, age, creed, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, gender identity/expression, or pregnancy in its employment, programs, services and activities, and admissions, and, in certain circumstances, marriage to a co-worker.

The University will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.

Colorado State University is an equal opportunity and equal access institution and affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and Colorado State laws, regulations, and executive orders regarding non-discrimination and affirmative action.

The Office of Equal Opportunity is located in 101 Student Services.

The Title IX Coordinator is the Director of the Office of Title IX Programs and Gender Equity, 123 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-1715, titleix@colostate.edu .

The Section 504 and ADA Coordinator is the Director of the Office of Equal Opportunity, 101 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-5836, oeo@colostate.edu .

The Coordinator for any other forms of misconduct prohibited by the University’s Policy on Discrimination and Harassment is the Vice President for Equity, Equal Opportunity and Title IX, 101 Student Services Building, Fort Collins, Co.

80523-0160, (970) 491-5836, oeo@colostate.edu .

Any person may report sex discrimination under Title IX to the Office of Civil Rights, Department of Education .

Colorado State University strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students.

To support this environment and comply with applicable laws and regulations, CSU conducts background checks.

The type of background check conducted varies by position and can include, but is not limited to, criminal history, sex offender registry, motor vehicle history, financial history, and/or education verification.

Background checks will also be conducted when required by law or contract and when, in the discretion of the University, it is reasonable and prudent to do so.

References Requested

Minimum Requested 3

Maximum Requested 3

Supplemental Questions

Required fields are indicated with an asterisk (*).

  • Will you have Bachelor’s degree from an accredited institution in Business, Computer Information Systems, Information Technology, Economics, Statistics, or related field by employment start date?
    • Yes
    • No
  • Do you have one year of experience managing data, utilizing a complex relational database system (CRM) such as the Ellucian Advance system?
    • Yes
    • No
  • If hired, will you demonstrate active engagement and support of diverse individuals, opinions and perspectives, and actively engages with and support the universities’ mission, vision and values?
    • Yes
    • No