Advancement Systems Specialist

Job description

Job Details and Requirement:

Submit Cover Letter and Resume for Consideration


The position of Advancement Systems Specialist has the primary function of handling the importing and extracting of large aggregate data in to and out of our fundraising systems, overseeing the systems’ daily operations, and managing special projects from beginning to completion. The Specialist plays an important role in the identifying, testing and implementing system enhancements for all fundraising systems including Blackbaud Raiser’s Edge (RE), NetCommunity, ResearchPoint, Class Agent, Award Management, Business Intelligence (BI) and Evertrue.  





Reporting to the Director of Advancement Services, the Advancement Systems Specialist works both independently and collaboratively to perform the following essential duties and responsibilities:


  • Perform daily, weekly, monthly and yearly data imports accurately and timely.
  • Create, monitor and update scheduled data imports.
  • Design and execute queries to support analysis of data and verification of data integrity.
  • Perform data clean-up projects.
  • Enter gifts, pledges and constituent updates during peak times.
  • Document and update procedures to ensure data entry consistency using tools such as RE queries, BI and Validatrix.
  • Create and update guidelines for user data entry in all fundraising systems.
  • Monitor large email communications, verifying constituent inclusion/exclusion and successful delivery.
  • Create and update pages and parts on the Alumni Directory portal in Blackbaud NetCommunity.
  • Complete data requests for intern projects and campus departments.


  • Under the guidance of the Director:
    • Help evaluate the fundraising systems for recommendations on upgrades, patchwork, and new functionality.
    • Make recommendations about the health and usability of our systems.
    • Research new technology and make recommendations about products that can improve Advancement workflow.
    • Help prepare for and execute upgrades.
    • Help troubleshoot system issues, implement resolutions and conduct follow up to avoid future problems.


  • Participate in monthly Advancement staff training meetings with the expectation of providing updates on fundraising system updates and new technology.
  • Learn the Raiser’s Edge and NetCommunity platforms with the goal of facilitating data requests, implementing office procedures, and incorporating database functionality into the business cycle of the entire Advancement office.

Other Duties

  • Performs other essential duties and tasks specific to the position.



The Specialist is expected to be knowledgeable about all fundraising tools and how the various Advancement departments are using each. The individual will work closely with the Assistant Director of Advancement Services in monitoring data integrity and will create policies to meet our standards. In cases of data inconsistencies, the Specialist will devise, communicate and implement corrective measures.



  • Regular attendance is an essential function of this position.
  • Ability to take and follow directions.
  • Ability to work cooperatively with others.
  • Ability to receive and respond appropriately to constructive criticism.
  • Ability to display a positive attitude.
  • Ability to multitask.



EDUCATION: Bachelor’s degree is preferred or experience in a related field or equivalent combination of education and experience is required. 

EXPERIENCE:  Two to three years of increasing responsibility working with fundraising systems or related experience is required. Experience working in higher education is preferred.

LICENSES:  A valid driver’s license or equivalent means of reliable transportation to off-site meetings and events is required.

PHYSICAL REQUIREMENTS:  Light (up to 20 lbs.)


REQUIRED KNOWLEDGE, SKILLS, and ABILITIES:  Individual must possess knowledge, skills, and ability to be able to successfully perform the essential functions of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of knowledge skills and abilities.


Must demonstrate the ability to communicate effectively with details and insight.

Must be able to demonstrate knowledge of manipulating data in excel for review, comparison and imports.

Must demonstrate maturity and poise in responding to the public and various internal constituencies, including trustees, donors, faculty, and staff.

Must be able to work independently, be organized and able to prioritize work to meet deadlines.

Reliability, confidentiality in handling materials, and superior organizational skills are essential.

Must be able to work under deadline pressure with attention to detail and accuracy always as a primary goal. 



REQUIRED HOURS: The regular hours for this full time position are 8:00 a.m. to 5:00 p.m., Monday – Friday. Overtime, holiday, weekend and evening work hours may be required.  Regular hours may vary due to the needs of the College or division.  This is a 12-month (July – June) position.


This is a non-exempt position.

This is a regular full-time position.

This is a benefits-eligible position.


Physical Requirements:                Light (up to 20 lbs.)

GROOMING AND APPEARANCE:  The Claremont Colleges seek to maintain a neat and professional image at all times.

BACKGROUND CHECK:  The successful candidate will be required to undergo a full consumer background check.  Certain positions will require the successful completion of a post-offer physical agility test.  Employment is contingent on the satisfactory results of the aforementioned, in addition to compliance with requirements cited in this job description.

ADA/OSHA:  This job description defines the essential or fundamental job duties of this position.  It is assumed that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others.  It may also include marginal functions, generally defined within Title 1 of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA).

DISCLAIMER: This job description has been designed to indicate the general nature and level of work performed by employees within this classification.  It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position.  When duties and responsibilities change and develop, the College will review this job description and make changes of business necessity.

Claremont McKenna College hires and promotes individuals on the basis of their qualifications, consistent with applicable state and federal laws, without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, breastfeeding or related medical condition, national origin, ancestry, citizenship, age, marital status, physical disability, mental disability, medical condition, genetic characteristic or information, military and veteran status, or any other characteristic protected by state or federal law.  Inquiries may be directed to the Director for Human Resources, 528 N. Mills Avenue, Claremont, California 91711-4015, (909) 621-8490.  All applicants must complete and submit an online application to be considered for an open position.

Employment is contingent upon new employee providing documents verifying U.S. citizenship or, for aliens, documents verifying legal permission to work in the United States, applicant's acceptability for positions requiring use of a college vehicle is contingent upon a driving record acceptable to the College's automobile liability insurance. Promotion from within is encouraged whenever qualified employees of Claremont McKenna College are available. Interested employees of the College are urged to contact the Office of Human Resources if qualified for any open position. Please do not contact departments directly.

Disability Accommodations                                                                                    

In compliance with applicable laws ensuring equal opportunities to qualified individuals with a disability, CMC will make reasonable accommodations for the known physical or mental limitations of an otherwise qualified individual (applicant or employee) with a disability if the disability affects the performance of essential job functions, unless the accommodation results in an undue hardship for the College. Employment decisions are based on the merit and not an individual’s disability.               

An applicant or employee who requires an accommodation should contact the immediate supervisor and the Human Resources Office. If multiple accommodations are identified that do not pose an undue hardship for the College, the selection of an accommodation will be at CMC’s discretion. To request disability accommodation for any part of the application or hiring process, please contact Human Resources at (909) 621-8490 or [email protected] for assistance.




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Job No: REQ- 1241
Posted: 1/7/2019
Application Due: 2/5/2019
Work Type: