Associate Director, Data Integrity and Records Management

Job no:

R-0000002432

Position Title:

Associate Director, Data Integrity and Records Management

Faculty or Staff:

Staff

Full Time or Part Time:

Full time

In-Person, Hybrid, or Remote:

Hybrid

Minimum Starting Rate of Pay:

$93,449.00

Rate of pay commensurate with experience

Start Date:

09/02/2025

Job Description:

Summary:

Mount Holyoke College (MHC), a leading gender-diverse women’s college, is committed to educating at the highest level of academic excellence, cultivating a truly multicultural community, and fostering the alliance of liberal arts education with purposeful engagement in the world. Mount Holyoke College is a member of the Five College Consortium, with Amherst, Hampshire, and Smith Colleges and the University of Massachusetts at Amherst.

Reporting to the Director of College Relations Data Services, the newly established position of Associate Director, Data Integrity and Records Management is responsible for proactively managing data integrity and quality assurance efforts related to the College’s alum and development data. This includes biographical and demographic constituent data, gift and pledge records, underlying transactional data, and data derived from engagement and relationship management activities. The Associate Director will also play a pivotal role in the College’s ongoing CRM conversion project, involving a transition from Colleague Advancement to Salesforce and Kindsight ascend with a planned go-live in October 2025, as well as post-go-live data stabilization efforts.

Key Areas of Responsibility:

Team Management:

• Oversee two functional areas: data management and gift processing

• Directly supervise three data services team members: two gift processing professionals and a data specialist

Data Integrity:

• Ensure that biographical and demographic data entry conforms to established data entry standards; draft and promulgate new standards as needed

• Develop and lead efforts to ensure the accuracy of constituent records utilizing all available data sources, including constituent-supplied information, data append services, faculty/staff updates, etc. 

• Develop specifications for and manage the implementation of data clean-up projects, triggers, validation rules, etc., to ensure accurate data entry

• Develop framework and infrastructure to proactively review alum and development data, and utilize data audits and recurring reports to identify and resolve data integrity issues

• Build and execute data exports/imports and appends

• Maintain familiarity with internal data sources such as the Registrar, Admission, academic departments and programs, and Athletics, as well as knowledge of the ad-hoc data needs of these campus partners

• Maintain familiarity with external resources, including the U.S. Postal Service and research tools and vendors to inform and validate updates to constituent records

Gift Administration:

• Ensure adherence to internal procedures for accurate and timely entry and acknowledgment of all gifts received 

• Stay informed of industry trends and best practices regarding gift administration, and ensure adherence to industry standards and regulations relating to data security, gift receipts, and acknowledgments

• Ensure accurate and effective reconciliation of gifts with the Accounting office

• In partnership with the Director, participate in new fund setup, fund management, and pending gift management

Reporting:

• Develop self-serve data integrity dashboards and reports for members of the data services team (including data management, gift processing, and prospect research and management), to review data integrity issues and incorporate issue resolution into existing workflows

• Provide accurate, timely, and informed responses to ad hoc data requests

Process Development:

• In partnership with the Director, identify, prioritize, and implement process improvements and process redesigns

Qualifications:

• Outstanding oral and written communication skills

• Understanding of relational databases and data integrity tools

• Demonstrated knowledge of gift administration standards and regulations

• Demonstrated ability to build queries and reports

• Evidence of initiative, ability to work with minimal direction, and a strong sense of ownership

• Demonstrated critical, logical, and innovative thinking

• Extraordinary attention to detail, organization, and time management

• Experience working in a team-based, client services environment

• Demonstrated ability as a leader and supervisor, capable of motivating a team and cultivating a collaborative environment

Education and Experience Requirements:

• Bachelor’s degree or equivalent work experience in a related field. 

• Five years of experience administering alum and donor data, preferably in a higher educational environment, including three years of gift processing experience

• At least two years of experience working in a Salesforce CRM preferred

• Management experience preferred

Hiring Range: $93,449 - 108,327

What We Offer:

• 403(b) Retirement Plan (College contributes 10.5% of salary)

• Comprehensive medical, dental and vision insurance

• Flexible Spending Account (FSA)

• Disability and Leave Benefits

• Life Insurance (College paid coverage 1x salary)

• Employee Assistance Program

• Tuition Benefits (to Mount Holyoke College or others)

• Generous Paid Time Off

• Access to Kendall Sports & Dance Complex

Background Checks:

Mount Holyoke College is committed to providing a safe and secure environment, supported by qualified employees that will allow all of its students, faculty, staff and those associated with them to successfully carry out the mission of the college. As a condition of employment, the College will conduct appropriate background checks for all new hires. Mount Holyoke has designated the Office of Human Resources as the office responsible for ensuring that background checks (CORI, SORI, Credit History, & Driver Credential) are completed and utilized in the hiring process and Five College Office of Compliance and Risk Management as the office responsible for facilitating background checks as articulated in this policy.

Special Instructions for Applicants: 

Apply online; application materials must include:

• A cover letter summarizing interests and qualifications

• A complete resume or curriculum vitae

• For faculty positions, statements on mentoring, teaching, and research will also be required.