Data Integrity Specialist

Ball State University

Muncie, IN

ID: 7107509 (Ref.No. BSU32543)
Posted: August 8, 2022
Application Deadline: Open Until Filled

Job Description

This position functions as an integral member of the Advancement Services and Prospect Research team and is responsible for the integrity of data that informs and supports the work of the Ball State University Foundation. The specialist is responsible for continuously updating and maintaining multiple data points in order to create accurate and highly detailed reports and data extracts from a complex donor record management system.

Ball State Foundation is driven by our commitment to students, alumni, donors, and the exceptional individuals on our team. We place an emphasis on fiscal responsibility, the principles of accountability, transparency, and responsible stewardship. Join our team as we continue to grow the culture of beneficence for Ball State University through focus on intentional engagement and exceptional fundraising as we embark on our most ambitious fundraising goal ever — to take student support to the next level, both financially and academically.

Job Function:

This position functions as an integral member of the Advancement Services and Prospect Research team and is responsible for the integrity of data that informs and supports the work of the Ball State University Foundation. The specialist is responsible for continuously updating and maintaining multiple data points in order to create accurate and highly detailed reports and data extracts from a complex donor record management system.

Minimum Education:

Associate’s degree or:
1. An equivalent combination of two years of education and experience in related field OR;
2. Two years of related experience.

Preferred Education:

Bachelor’s degree or equivalent.

Minimum Experience:

At least one year of experience in any combination of the following: data entry, record maintenance, technical experience working with database software and/or donor management systems.

Preferred Experience:

Two or more years of advancement services, data management, research, data entry, report writing, or records management. Experience creating data queries and/or experience preparing, analyzing, and interpreting data.

Duties and Responsibilities:

  • Create new constituent records, review and link alumni or donor records, merge duplicate records and maintain demographic information on constituents in database in accordance with established policies and procedures.
  • Run audits, code records, and perform data entry updates to continuously improve integrity of data. Follow quality control measures to produce accurate reports, reliable deliveries, and meet deadlines consistently.
  • Research deceased alumni or donors; update records of deceased alumni or donors with spouses according to established policies and procedures; perform audits and edit records following established internal controls.
  • Process event registrations, alumni directory sign up requests, and alumni profile updates using Raiser’s Edge and Net Community Plug-In tool. Match, link and edit alumni records. Support Alumni Association events with data entry, list generation and reports.
  • Assist within Advancement Services and Prospect Research supporting data validation and prospect management/relationship management assignments.
  • Provide back-up support to gift processing team in times of high volume or absences/open positions for gift batch preparation, updating constituent biographical information and money mail responsibilities.
  • Maintain advanced level of understanding of our donor database system, electronic file management and reporting tools. Participate in work related webinars and trainings, and seek opportunities to gain additional knowledge of our database and platforms.
  • Perform other related duties as assigned.
  • Manage multiple projects simultaneously and apprise supervisor of any obstacles preventing successful completion of the project on time.
  • Using information supplied by Development and in collaboration with Finance, assist in creating, updating and editing Funds in data management system.
  • Maintain regular and predictable attendance.


At Ball State University, we recognize inclusive excellence as an integral endeavor to fulfill our University’s mission and our strategic plan. We recruit, support, and retain a diverse population of students, faculty, and staff. We encourage and reward diversity of thought. We promote a work environment that encourages and rewards innovation and creativity. We pledge to keep Inclusive Excellence at the highest level of institutional importance and as a foundation in all that we strive to do. Our over-arching goal for Inclusive Excellence is to adopt a university-wide Inclusive Excellence approach to academic, administrative support, and service functions of the university. We believe Inclusive Excellence must be infused in every step we take.