Data Management Specialist

Staff / Temporary

Phillips Exeter Academy, Exeter, NH

Position Purpose

Supports Institutional Advancement (IA) Operations and programmatic initiatives by ensuring the integrity of IA data and related processes.  Manages all aspects of maintaining data (e.g., biographic, demographic, activities and events) in IA’s systems.  Adheres to accepted data entry standards and defined procedures based on best practices for data management.  Upholds standards of confidentiality and demonstrates a commitment to data integrity with careful analysis of additions or changes to the data.

Job Responsibilities

  • Understands relational database architecture and how data is used and shared with various campus entities.
  • Validates data changes using a variety of resources, including social media, online directories, internet services, volunteers and staff. Maintains procedural documentation for all data entry processes in conjunction with the accepted CORE standards.  Verifies integrity of data updates with customized audit reports.
  • Maintains complete and accurate historical records that will result in critical, strategic planning tools, by filing source documents and all incoming data (including voice, email, and other requests for change).
  • Manages the Birth/Death/Marriage process, which involves record updates, communication with internal and external stakeholders and timely collaboration with the communications department for publication of the quarterly alumni magazine.
  • Works in a collaborative, professional, and positive manner to fully support colleagues on the operations team and within IA to respond to internal and external inquiries.
  • Assists with testing data processes and implementation of new functionality within the Constituent and Contribution Management Modules and other web applications.
  • Creates and maintains online event registration forms and corresponding activities in IA’s systems.
  • Maintains event registrant information and payments into the database of record.
  • Manages the event transaction processes including payment processing and reconciliation with the finance office.
  • Assists with training colleagues as it pertains to accessing and navigating the database, locating information and interpreting data.
  • Commits to professional development through active participation in cross-training, team meetings, seminars and campus-wide opportunities.
  • Provides excellent customer service to all constituents, internal and external.
  • Performs other duties as assigned, for example:
    • Back-up for Contribution Management Specialist
    • Maintain Daily Cash Log
    • Back-up for online directory other application credential requests

Direct/Indirect Reports


Position Requirements


  • Associates degree preferred.


  • Experience with a relational database.
  • 3+ years’ office experience desired.
  • Experience working with adolescents in an educational setting is preferred.

Skills & Knowledge

  • Excellent data entry skills with an emphasis on accuracy.
  • Strong interpersonal skills with ability to develop and maintain collegial relationships.
  • Respect for diversity of identities and experiences, an orientation toward equity and inclusion, and cultural competency in all aspects of Academy life.
  • Excellent written and verbal communication skills.
  • Demonstrated ability to work with students by building trust and credibility.
  • Excellent analytical and problem solving skills as well as a strong customer focus.
  • A strict adherence to confidential policies is required.
  • Ability to work independently and handle multiple priorities and deadlines simultaneously.
  • Proficient in MS Office.
  • Willingness and ability to learn additional applications as needed.
  • High degree of organizational skills with the ability to be flexible and multi-task with accuracy.
  • Ability to follow verbal and written directions, maintain a professional demeanor and restraint at all times, including stressful situations.

Additional Requirements

  1. Successfully complete a criminal background check (reviewed every 5 years).

Phillips Exeter Academy

Exeter, NH
High School, Post Graduate
Day, Boarding
All Gender