Data Coordinator, Institutional Advancement

Posted on 10/03/2022

Rhode Island School of Design

Providence, RI

Rhode Island School of Design (RISD) seeks a Data Coordinator to join the department of Institutional Advancement to perform a variety of detailed data-oriented tasks in order to manage donor support and ensure compliance. Such tasks include but are not limited to: entering, updating, maintaining and auditing data in the Division of Institutional Advancement’s (IA) CRM system; processing and acknowledging charitable donations to the College; importing and exporting data using third-party software tools; running standard queries and reports to test and validate data accuracy, completeness, and compliance; and sharing relevant information as appropriate.

IA is responsible for engaging RISD’s alumni, parents, students and donors in meaningful ways and encouraging them to financially support the College. The Data Coordinator will report to the Director of Gift Administration & Recording Secretary and bolster IA’s strategic goals with a vigilant eye for the correction of any errors or opportunities for improvement.

We seek a culturally competent candidate who will thrive in a campus environment that is committed to advancing the principles of social equity and inclusion, environmental and climate justice, and equal access to resources and opportunities.

Essential Functions: 

  • Enter gift and biographical data into the IA database system (Raiser’s Edge) through third-party software data imports and manual entry. Data types include gift, pledge, education, employment, professional & volunteer affiliations, relationships, prospect management, and participation in a variety of events and art and design activities.
  • Anticipates and responds positively and proactively to high-volume calendar-year- and fiscal-year-end demands around data entry, gift receipting, acknowledgement processing, address updates, and list requirements. Fulfill prompt recording of gifts and responses to donors and enable timely reporting of fundraising achievement to IA leadership and management for dissemination to the President, Board of Trustees, and other stakeholders.
  • Leverage system tools, features and templates to prepare daily gift receipts, acknowledgment letters, and other communication materials using automated workflow processes in Raiser’s Edge.
  • Handling customized communications to major donors, including generating and editing documents and templates, tracking of signatories, scanning, attaching files in the database and mailing of gift acknowledgements.
  • Responsible for reviewing all data received and for verifying its accuracy, completeness, and compliance (spelling, configuration, sources, amounts, etc.) to advance the work of Institutional Advancement in supporting RISD’s strategic priorities.
  • Inform departments and end-users of necessary processes, source information requirements and deadlines.
  • Resolve and/or escalate issues necessary to maintain data integrity.
  • Complete regular data audits to ensure good data health.
  • Manage paper and digital document storage and assist with processing of gift documentation and maintaining accurate records.
  • Assist with financial reconciliation and reporting.
  • Manage incoming communications from internal and external constituents and respond as necessary or forward to appropriate colleagues.
  • Fulfill list and export requests and manipulate data as assigned using query, export, and functional tools in Raiser’s Edge, MS Word merges, and MS Excel.
  • Organize and maintain records in Institutional Advancement’s document management system for alumni, families, museum patrons, and organizations affiliated with RISD, following departmental procedures for documentation.
  • Assist in various IA system projects, initiative updates, and/or changes by completing data testing, reporting, and auditing.
  • Identify issues and inefficiencies with IA system operations and processes, engaging the correct parties to implement appropriate solution(s).
  • Support the work of IA colleagues in on-campus annual events, such as, but not limited to, RISD Weekend and Commencement, by staffing registration, processing payments, printing name tags, greeting alumni, families and friends and/or other event-related duties.
  • Performs other related duties as assigned.

Knowledge/Skills/Experience Required: 

  • Associate’s degree or equivalent combination of education and experiences.
  • Proven ability to accurately enter, import, audit and maintain data in a database system, preferably Raiser’s Edge.
  • Strong attention to detail; commitment to seeking correct spelling, naming conventions, address formats and best practices through Internet searches, best practices of industry leaders such as the Association of Advancement Services Professionals & CASE, with special attention to data of international constituents.
  • Ability to learn, implement, and observe best practices in the collection, entry, retention and dissemination of data, as well as federal and state law regarding protection of data.
  • Technical competency with Google Suite and Microsoft Office, particularly MS Excel.
  • CRM database and import/export software applications experience preferred; training offered.
  • The ability to organize and prioritize work, be proactive, take initiative, resolve problems, follow through, and manage multiple priorities to ensure goals are met in a timely manner.
  • A strong customer service orientation and the ability to interact professionally with campus colleagues at all levels as well as alumni, parents and friends around gift and biographical data entry.
  • Ability to evaluate data discrepancies and recommend corrective policies/processes.
  • Proven ability to work independently as well as collaboratively on a team.
  • Ability to work and communicate effectively with a broad spectrum of divisional and institutional colleagues, within an environment that values diversity, equity and inclusion.

Work Schedule: 

35 hours per week; 12 months per year

Documents Needed to Apply: 


Cover Letteer

Incomplete applications will not be considered. Please upload all required documents.

The successful candidate will be required to meet our pre-employment background screening requirements.

RISD recognizes diversity and inclusivity as fundamental to its learning community and integral to an art and design education. We welcome candidates whose experience has prepared them to contribute to our commitment to diversity and excellence. RISD is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, sex, age, national origin, disability, veteran status, sexual orientation, gender identity or expression, genetics, or any other protected characteristic as established by law.

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