Gifts & Records Entity Data ManagerJob no: 541339
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Advancement, Office/Administrative/Fiscal Support
Department:50010000 - AD-VP ADVANCEMENT
Classification Title:
Manager, Gifts & Records
Classification Minimum Requirements:
Bachelor's degree in an appropriate area of specialization and two years of relevant experience; or an equivalent combination of education and experience.
Job Description:
Join a mission-driven organization where data excellence powers meaningful engagement and impact. As our Entity Data Manager, you will play a pivotal leadership role in ensuring the accuracy, integrity, and reliability of constituent and organizational data across the enterprise. This is an exciting opportunity for a data-savvy professional who thrives on solving complex challenges, uncovering trends, leveraging technology and automation, and driving continuous process improvement. You will lead data quality initiatives, oversee critical record management operations, develop best-in-class governance practices, and collaborate with stakeholders across the organization to enhance CRM performance and decision-making. If you are passionate about transforming data into a strategic asset, enjoy balancing analytical problem-solving with operational leadership, and want to make a lasting impact, we encourage you to apply.
Constituent and Organization Data Management Operations- Manage daily operations related to constituent and organization records.
- Ensure small-scale entity-related data submissions are completed accurately and in accordance with established service standards.
- Review incoming data for completeness, accuracy, and adherence to established standards and business rules, identifying inaccuracies such as typographical errors, missing information, duplicate records, and inconsistencies.
- Evaluate large data submissions and communicate anticipated completion dates. Assign large projects to available staff as needed to ensure project completion.
- Leverage operational data, reporting and technology-enabled analysis to identify recurring trends, emerging issues and opportunities for process improvement, and translate findings into appropriate operational actions.
- Establish service standards for record maintenance activities.
- Ensure timely and accurate processing of all biographical and organizational updates.
- Lead regular audits of constituent and organization records and lead data cleanup and remediation initiatives.
- Monitor data quality metrics, evaluate material trends and direct appropriate corrective action.
- Lead duplicate prevention, record consolidation and entity resolution activities, including review and resolution of complex record merges as needed.
- Establish processes to improve the completeness, accuracy, and reliability of advancement data.
- Serve as escalation point for complex entity management issues.
- Work collaboratively with users throughout Advancement to promote adherence to data standards.
- Coordinate data-related training and educational resources for advancement users.
- Maintain knowledge of industry best practices related to CRM data management, data governance, and constituent information management.
- Support audit, compliance, and reporting activities as required.
Integrations and Data Operations- Partner with Development Information Systems to define business needs and advise on data integrations and interfaces.
- Participate in testing, validation, and implementation of system enhancements affecting entity data.
- Oversee investigation of data exceptions originating from integrations and automated data loads, determine appropriate business-side resolution, and escalate system issues as needed.
- Assist in resolving interims for biographical integrations, like student data loads, during periods of high volume.
- Ensure entity-related data flows support institutional reporting, fundraising, engagement, and stewardship efforts.
- Contribute to business requirements development for CRM enhancements and data-related projects.
Strategic Leadership and Continuous Improvement- Recommend enhancements to business rules and record management practices.
- Partner with departmental leadership to identify governance needs, resolve data ownership issues and support implementation of approved Advancement data governance policies within entity data operations
- Support governance committees and stakeholder groups through research, documentation, and policy recommendations.
- Serve as subject matter expert on constituent and organization data standards.
- Identify and evaluate opportunities to streamline entity data operations through process improvement, automation and emerging AI capabilities, and provide business requirements and validations for approved solutions
- Lead cross-functional initiatives related to data quality and records management.
- Prepare management reports and communicate operational trends and recommendations to leadership.
Supervision and Staff Development- Lead, coach, and evaluate integration and reconciliation staff, establishing clear goals and performance expectations.
- Foster a culture of accountability, innovation, and continuous improvement.
- Promote strong collaboration.
- Support professional development related to integration management, analytics, automation and emerging technologies.
Expected Salary:
$50,000-$60,000 annually, commensurate with education and experience.
Required Qualifications:
Bachelor's degree in an appropriate area of specialization and two years of relevant experience; or an equivalent combination of education and experience.
A valid Florida driver's license is required.
Preferred:
The ideal candidate will possess:
- Two years of data quality assurance experience, or a combination of education and experience, in a professional, customer service, team-oriented environment.
- At least 1 year of heavy data entry experience.
- Understanding of what data is most relevant to improving outcomes for fundraisers.
- Proven history of documentation and training on various data entry processes.
- Familiarity with research databases, such as Lexis-Nexis for Development Professionals and Obituary Registry.
- Ability to use sound judgment and exercise strict confidentiality and discretion in all matters.
- Troubleshooting and problem-solving skills that lead to proactive projects that enhance data quality.
- Demonstrated ability to identify subtle data anomalies, inconsistencies, and exceptions that may not be readily apparent.
- Strong investigative mindset with the ability to "connect the dots" across multiple data sources, systems, and processes.
- Intellectual curiosity and a proactive approach to identifying risks, inefficiencies, and opportunities for improvement.
- Knowledge in data governance and business analysis.
- Intermediate to advanced Excel proficiency.
- Ability to work accurately and efficiently with a minimum of supervision.
- Aptitude for learning querying skills.
- Excellent typing (45 accurate words per minute), proofreading, grammar, and spelling skills.
- Strong organizational skills.
- Exceptional written and verbal communication skills, strong interpersonal abilities, and the capacity to engage effectively and collaboratively with a wide range of individuals are essential.
- Support the University's commitment to creating a respectful and collaborative work environment that values integrity, professionalism, and mutual respect in all interactions; demonstrated success collaborating with stakeholders; strong project management skills; experience in a data-driven environment; excellent organizational abilities; and the capacity to lead, influence, and inspire others are essential.
- Proficient in the following areas: Windows operating systems, Microsoft Word, Excel, and Access, as well as internet browsers and email platforms. Familiarity with donor databases, contact management systems, and tracking systems is also highly preferred.
- Working knowledge of a donor database, contact management and tracking system.
Special Instructions to Applicants:
In order to be considered, you must upload your cover letter, resume and three references.
Application must be submitted by 11:55 p.m. (ET) of the posting end date.
Work sponsorship is not available for this position
Health Assessment Required:No
Advertised: 18 Sep 2026 Eastern Daylight Time
Applications close: 02 Oct 2026 Eastern Daylight Time
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