Advancement Database Coordinator

Springfield, Massachusetts
Apr 30, 2021
Employment Type
Full Time
Institution Type
Four-Year Institution

The Advancement Division of Western New England University is seeking a full time, detail-oriented Database Coordinator responsible for updates to biographical data in our CRM Advance database.  This position reports to the Associate Director of Advancement Information.  The Database Coordinator will be the control point for data synchronization between our iModules and CRM Advance databases.  They will also perform gift intake as part of our gift processing function.


The Advancement Database Coordinator is the primary point of entry for biographical information into our CRM Advance database from a variety of sources.

Responsible for the data coordination between CRM Advance and iModules.  Ensure that our external facing alumni system and our enterprise data are in sync. 

Provide consistent and accurate information about our constituents and donors, with a strong focus on data integrity.  Discretely handle sensitive and confidential information.

Understand that the basis for reporting, prospect selection and most other Advancement activities rely on accurate data in our systems. 

Conduct regular data auditing based on the requirements set by the Association Director of Information Management to ensure accurate data to support the Advancement Division needs in the areas of development, alumni relations, and advancement services.

Process returned mail and email: research updates in the form of new addresses and employment.

Possess thorough knowledge of CRM Advanced biographical data, identifying areas that need updates and take initiative to address those areas.

Coordinate with colleges to update awards, honors and other relevant academic data.

Communicate with the Associate Director of Prospect Management or prospect manager when a significant change takes place with a prospect.

Perform gift intake in order to keep processes separate for auditing purposes.  Gift intake will be done from many sources including iModules, mail, email, wire transfers, and stock accounts.

Prepare accurate new gift and pledge documentation for the Assistant Director of Gift Processing.


Demonstrated initiative, self-motivation, and the ability to work independently as well as part of a team.

Detail oriented, flexible in responding to changing priorities, sound judgement, and the ability to work with confidential and sensitive information.

Bachelor’s degree preferred. 

Proficiency in Microsoft Office Suite.

Experience working with customer databases.

Commitment to quality of work, organizational skills, and ability to work independently.

Flexibility and interest in Advancement Services and our role in the Advancement Division is essential. 

Experience in non-profit organizations, CRM Advance, and iModules a plus.

Excellent fringe benefits including tuition remission for employee, spouse, and dependent children.

Western New England University is a private, independent, coeducational institution founded in 1919. Located on an attractive 215-acre suburban campus in Springfield, Massachusetts, Western New England University serves 3,900 students, including more than 2,600 full-time undergraduate students. Undergraduate, graduate, and professional programs are offered through Colleges of Arts and Sciences, Business, Engineering, and Pharmacy, and School of Law.

Western New England University is an Equal Opportunity Employer.  We welcome candidates whose background may contribute to the further diversification of our community.

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