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Assistant Director of Advancement Services, Data Integrity and Systems

Claremont McKenna College
400 Claremont Blvd - LC40034

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Administrative Jobs
Institutional & Business Affairs, Alumni Relations & Development, Technology, Analysts & Programming
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Full Time
Institution Type
Four-Year Institution
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Job Details

Job location: 400 Claremont Blvd - LC40034

Employment Type: Full-time
Posted data: 2021-08-17
Req: REQ-3498
Equal Opportunity and Nondiscrimination Statement                                    

In addition to its commitment to a harassment-free educational and working environment, the College is an equal employment opportunity employer. The College is committed to a policy of equal employment opportunities for all applicants and employees and complies with all applicable state and federal laws on the matter. The College does not unlawfully discriminate on the basis of race, color, religion, sex (including gender, pregnancy, childbirth, or related medical conditions), gender identity, gender expression, national origin, ancestry, age, physical disability, mental disability, medical condition or medical leave, marital status, sexual orientation, or any other category protected by law. The College also prohibits the harassment of any employee on any of these bases.


Claremont, CA

Job Posting Title:

Assistant Director of Advancement Services, Data Integrity and Systems

Job Details and Requirement:

** Please note submission of a cover letter and resume are required for consideration**


The Assistant Director of Advancement Services, Data Integrity and Systems is responsible for managing all major processes related to constituent records, financial reconciliations, data integrity and ancillary engagement systems. Assistant Director will be responsible for the accuracy and efficiency of all data entry and flow by performing and overseeing a variety of routine and complex technical, analytical, and office related tasks. Assistant Director must be knowledgeable about all entry processing and provide recommendations for policy updates. Assistant Director will be expected to interface with other departments in Advancement to assist the operational flow of data processing and be able to delegate tasks to support staff.



Data Integrity (35%)

  • Manage and update the database and operations policies to ensure data integrity.
  • Audit and analyze data by developing a series of queries and reports to catch potential data inaccuracies and execute data fixes.
  • Develop streamlined procedures for data upkeep and programmatic tools to improve data entry processes and accuracy.
  • Maintain high profile constituent records.
  • Collaborate with the Office of Prospect Research to enhance data integrity.

Engagement Systems (35%)

  • Manage ancillary engagement systems, sometimes in conjunction with other Advancement departments, including Graduway (Engage.CMC), Blackbaud NetCommunity (BBNC), VanillaSoft, GiveCampus, Business Intelligence (BI) etc.
  • Ensure data flow processes between ancillary systems and primary CRM (Blackbaud Raiser’s Edge NXT)
  • Learn and utilize high-end functions of all platforms with the goal of facilitating data requests, implementing office procedures, and incorporating database functionality into the business processes of Advancement office.
  • Provide technical support to Advancement staff for all advancement systems and follow up with product support teams when solution cannot be found internally.
  • Assist in building solutions for Advancement department needs utilizing all tools available and provide recommendations on new technologies that can improve processes.
  • Audit security regularly to ensure proper user access, public and private information obtainability and make recommendations when changes are needed.
  • Work closely with Director and Information Technology to develop API connectivity standards between systems and assist in building solutions when connectivity is limited or does not meet internal standards.
  • Assist with all technology implementations, including database upgrades, web interfaces, custom solutions, and consulting on web/data solutions for other departments.

Training (5%)

  • Assist Director in implementing and maintaining a regular training schedule covering ‘How To’ procedures, department specific needs and new hire systems overviews.
  • Develop training guides to be posted on the Advancement Staff Portal for use by all Advancement staff.
  • Train Advancement staff on data protocols and provide regular updates to the Director on areas of concern.
  • Advise on policies to advance the strategic use of all existing and new tools by all departments within Advancement.
  • Use requests for support by staff as an opportunity to offer training.

Gift and Pledge (5%)

  • Working with Advancement Services coordinators, ensure gift processing is done accurately and timely by utilizing batch management and gift review.
  • Confirm gift receipts, donor acknowledgement, donor recognition and stewardship steps are done to guarantee donor satisfaction.
  • Assist with gift entry during peak periods and enter complex gift transactions.
  • Manage pledge expectations and collaborate with Advancement staff on pledge fulfillment activity.
  • Oversee and archive larger, long-term commitments to the College.

Budget Accountability (5%)

  • Review gift accounts to confirm spending aligns with donor intentions.
  • Working closely with the Stewardship office, relay gift stipulations to budget managers through regular account review on new and existing gift accounts.
  • Inform necessary parties if donor gift intentions cannot be met.

Account Reconciliation (5%)

  • Work closely with the Treasurer’s office on matters of financial reconciliation, gift and pledge accounting, and adjustments through monthly and yearly reporting.
  • Maintain active relationships with TCC accounting staff to ensure accurate gift, event and pledge accounting and timely reconciliation of accounts.

Intern Management (5%)

  • Hire and manage student intern staff.
  • Work with other Advancement departments to develop a cross section of projects for interns to work on to gain a fuller understanding of all areas of Advancement work.
  • Oversee student projects from delegation through completion, and provide training when necessary.

Other Duties (5%)

  • Provide recommendations on all staffing matters, including hiring and termination of Advancement Services staff.
  • Collaborate with members of the fundraising staff to support solicitation strategies.
  • Build reporting mechanisms on behalf of the Director of Advancement Services.
  • Complete Surveys.
  • Perform donor follow-up actions, which may include representing the College over the phone or by email.
  • Other duties as requested.

Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment.

The successful candidate will also be able to perform the following essential functions:

  • Strong attention to detail
  • Take and follow directions.
  • Work cooperatively with others.
  • Receive and respond appropriately to constructive criticism.
  • Display a positive attitude.
  • Balance multiple tasks and priorities.
  • Hire and supervise student interns.
  • Performs other essential duties and tasks specific to the position.


EDUCATION: Bachelor’s degree or equivalent combination of education and experience is required.

EXPERIENCE: A minimum of 3 years of experience with increasing responsibility in a development office or related field is required. A background with fundraising technology and Advancement Services is preferred.


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

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.

Prioritize and perform multiple tasks, meet deadlines, respond to others in a timely manner, and work both independently and as a collaborative member of the College with a high standard of integrity and ethics, in support of the College’s strategic vision and the department’s annual goals.

Demonstrate effective, accurate and clear communication with excellent verbal, written, interpersonal, reading, phone, customer service and leadership skills to supervise, facilitate, motivate and inspire a highly diverse group of student employees. Follow all written and verbal instructions, asking questions as needed for clarification of projects/tasks/duties/assignments.

Operate computers proficiently with basic Microsoft Office software (Word, Excel, Outlook, Access, PowerPoint) and associated professional software (Blackbaud’s Raiser’s Edge NXT, Blackbaud’s NetCommunity, Graduway, prospect research tools, Internet research). Use assigned technology/devices/equipment to achieve annual goals and maintain confidentiality.

Excellent Excel skills with a demonstrated knowledge and familiarity functions in manipulating, combining and comparing data.

Excellent writing, grammar, and editing skills. Must possess knowledge of business writing procedures.

Use exceptional organizational and time management skills to complete work with accuracy and a keen attention to detail.

Handle all activities and highly confidential information with patience, discretion, good judgment, courtesy and tact while working with people from a wide variety of backgrounds.

Must understand and communicate the mission and history of the College’s liberal arts environment.



The regular hours for this full time position are 8:00 a.m. to 5:00 p.m., Monday – Friday. Holiday, weekend and evening work hours may be required. Regular hours may vary and exceed 40 hours per week due to needs of the College or division. This is a 12 month position.


This is an exempt position.

This is a regular full-time position.

This is a benefits-eligible position.


Light (up to 20 lbs.)


Hire and supervise student interns


The Claremont Colleges seek to maintain a neat and professional image at all times.


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.


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). Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.


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. Duties and responsibilities can change and develop over time, accordingly the College reviews job description on a periodic basis and may make changes of business necessity.


Employment with the College is “at-will” meaning that the terms of employment may be changed with or without notice, with or without cause, including, but not limited to termination, demotion, promotion, transfer, compensation, benefits, duties, and location of work. There is no agreement express or implied between the College and you for continuing or long-term employment. While the College has every hope that employment relationships will be mutually beneficial and rewarding, employees and the College retain the right to terminate the employment relationship at will, at any time, with or without cause. The President is the only person who can modify or alter the at-will employment relationship.

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.


As one of the nation's most selective private liberal arts colleges, CMC sits among the intellectually-stimulating, socially-fulfilling, seven-college community known as The Claremont Colleges, a system modeled after England's Oxford University. Founded in 1946, CMC is the youngest of the nation's top colleges and enrolls approximately 1,200 students.

Claremont McKenna College (CMC) educates its students for thoughtful and productive lives and responsible leadership in economics, government and public affairs. CMC's strong grounding in the liberal arts, together with its emphasis on economics, government, and international relations, attracts students who approach education pragmatically and who intend to make a difference in the world. With this broad-based foundation graduates leave CMC well prepared for the challenges of the 21st century. Many go on to pursue careers in law, business, government, foreign service, international relations, public policy, museum administration, science and education, or to pursue graduate study.

The College's cutting-edge research institutes provide students unprecedented opportunities to work alongside their professors and discover how what they learn in the classroom links to life in the world behond. The world comes to Claremont McKenna through a vibrant and renowned speakers series in which world leaders, thinkers, artists and visionaries visit campus through the Marian Miner Cook Athenaeum and other public programming.

In September 2007, Robert A. Day, the Founder and Chairman of The TCW Group, Inc., pledged a $200 million personal gift to establish the Robert Day School of Economics and Finance and its unique programs. This was the largest recorded gift to a liberal arts institution, the largest gift in the field of finance and economics, and among the top 20 largest gifts ever given to a college or university. Through his generosity, the Robert Day School of Economics and Finance now offers multiple programs, including a Master of Arts in Finance degree.

While many other colleges champion either a traditional liberal arts education with emphasis on intellectual breadth, or training that stresses acquisition of technical skills, Claremont McKenna College offers a clear alternative. Instead of dividing the liberal arts and the working world into separate realms, education at Claremont McKenna is rooted in the interplay between the world of ideas and the world of events. By combining the intellectual breadth of the liberal arts with the more pragmatic concerns of public affairs, CMC helps students to gain the vision, skills, and values necessary for leadership in all sectors of society.

In addition to its dedication to teaching and learning, the College is a center for scholars who are engaged in research that can enlighten a society intent on finding solutions to its economic, political, social, and environmental problems. Ongoing research at CMC is contributing to the body of knowledge in areas such as the effects of government regulations upon the economy, toxic waste, juvenile justice, changes of enzyme systems in humans, and the ecology of desert regions.

The Research Institutes are perhaps our clearest example of the linkages forged at CMC between research, teaching and learning. Here, students serve as assistants to, and collaborators with, their teachers, co-authoring scholarly articles and presenting papers to academic bodies, corporations, political organizations and government agencies. They test theories in the public marketplace and actively seek answers to questions of broad social importance.

In recent years CMC has gained national recognition as one of the top liberal arts colleges in America. This recognition can be attributed, in part, to CMC's mission which acknowledges its obligation for service to the larger scholarly community through faculty contact with business and with government, a process that enriches both the outside world and the campus itself. Also contributing to CMC's national reputation are the accomplishments of its almost 8,000 alumni. Today, about seventy percent of CMC's graduates go on to advanced degrees at prestigious institutions, and one in eight graduates holds a position in top management.

Princeton Review Claremont McKenna College from Claremont McKenna College on Vimeo.

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