Advancement Data Manager
Salary
$55,700.00 - $60,000.00 Annually
Location
Collegeville, MN
Job Type
Administrative Staff, Full Time
Job Number
202500014
Department
Hill Museum & Manuscript Library
Opening Date
10/22/2025
Description
Benefits
Position Summary
The Hill Museum & Manuscript Library (HMML) invites applications for the full-time, benefit-eligible position of Advancement Data Manager. This position is hybrid (3 days on-site, 2 days WFH)
The Advancement Data Manager is responsible for the administration, integrity, and strategic use of HMML's advancement database and related systems. This role supports fundraising, donor engagement, and stewardship efforts by managing the advancement database which supports fundraising, communications, and programming functions. This position is responsible for ensuring accurate data entry, reporting, analysis, and workflow optimization . Reporting to the Director of Advancement, the Advancement Data Manager collaborates with the advancement team and other HMML staff to maintain high-quality donor records, improve operational efficiency, and provide actionable insights that strengthen donor relationships and fundraising outcomes.
This position also manages the creation and dissemination of a full range of reports and data to support the Advancement department. The Advancement Data Manager ensures that charitable gift and biographical information is entered consistently, accurately, and in compliance with organizational policies, IRS regulations, data privacy laws, and industry best practices, thereby providing the foundation for effective fundraising and donor stewardship.
Located on the campus of Saint John's University in Collegeville, Minnesota, HMML is a 501(c)3 not-for-profit corporation that contracts with the Order of Saint Benedict (OSB) for employees and employee services.
Visit HMML (https://hmml.org/) to learn more about the places, people and communities that have been part of HMML's global story, and the manuscripts in HMML's digital and microfilm collections.
The Order of Saint Benedict offers competitive salaries and a comprehensive benefits program (click the benefits tab above the position summary section to view more information).
The posted wage represents OSB's good faith estimate of likely compensation at the time of posting. Actual pay will be dependent upon several factors, including the candidate's experience, qualifications, and skills, and may fall outside of the range indicated.
Responsibilities
Database Administration and Data Integrity (35%)
Manage and maintain the organization's advancement database (EveryAction).
Ensures that the CRM consisting of nearly 10,000 records of donors, friends, corporations, and foundations contains information which is accurate and accessible while maintaining confidentiality of contacts therein.
Establish and enforce data entry protocols, coding structures, and quality-control measures.
Perform regular audits to ensure accuracy, consistency, and completeness of donor and prospect records.
Oversee integration of the database with other systems (Zoom, etc.).
Responsible for the accuracy and transfer of data from the CRM database into and out of any connected software programs such as Zoom, online forms, etc.
Responsible for applying bulk actions to data within the database.
Investigates and resolves CRM database functionality related issues and provides support and troubleshooting.
Create and implement all policies and procedures for data entry.
Responsible for data integrity in the database management system.
Reporting and Analytics (35%)
Create and generate daily, weekly, monthly, and yearly reports as needed for staff in the Advancement department.
Generate customized reports within the EveryAction CRM database in a timely manner as requested by Advancement department as well as the executive team at HMML.
Provide data analysis to inform fundraising strategy, campaign performance, and donor trends.
Partner with advancement staff to design queries and data pulls for mailings, appeals, acknowledgments, and events.
Develop targeted queries and lists for print and digital communications and create mailing lists.
Refine standards, protocols, and policies for all aspects of data entry into the database, manage cleanup as required, and monitor ongoing compliance.
Gift Processing and Fiscal Compliance (20%)
Ensure appropriate receipting and acknowledgment processes are in place and functioning.
Support donor recognition and stewardship programs through accurate reporting and list management.
Works with the Office Manager to ensure all fundraising accounts are in balance with the accounts in the general ledger in the business office.
Liaises with OSB business office to ensure that gift checks are deposited in a timely manner and in line with appropriate workflows.
Work with advancement department staff and executive staff to interpret data, identify their information needs and build out CRM functionality to support those needs, such as grant management tracking, etc.
Ensure that all gifts are processed, and appropriate receipts are distributed to donors for tax-deductible contributions in an accurate and timely manner.
Training, Outreach, and Vendor Engagement (10%)
Provide training, documentation, and ongoing support to advancement staff on best practices for database use.
Facilitate access and provides basic training on the CRM database to other members of the HMML staff, as needed.
Serve as the primary liaison with database vendors and technical support teams.
Stay current with database software updates and recommend improvements to enhance system capabilities.
Participate in evaluation and planning as it relates to communications, programming, and fundraising.
Performs other duties as required by the director or supervisor.
Qualifications
A bachelor's degree in related field, such as data science, computer science, business, etc . or bachelor's degree in unrelated field combined with related work experience in the field equal to a degree.
Demonstrated experience managing ERP or CRM @type database systems.
Basic book-keeping skills sufficient to identify and resolve discrepancies in accounting records and to complete forms.
Ability to maintain accurate and complete records, locate errors and recommend solutions.
Learn data entry codes and procedures quickly for entry into a complex database system.
Ability to work with minimum supervision, yet function within multiple department team.
Demonstrated ability to develop procedures and provide support for electronic systems use for technical and non-technical users.
Proficiency with Microsoft applications, including Excel and merge applications.
Ability to work under time constraints and manage multitasks of varied natures to meet deadlines.
Ability to communicate in a friendly, concise, informative manner with individuals outside the institution concerning HMML business, including donors.
DESIRED QUALIFICATIONS:
Experience working directly with staff in report programming, systems management, network management, database application development.
Minimum 3 years of related full-time experience managing databases.
Demonstrated ability to plan and implement systems enhancing projects.
Knowledge, Skills & Abilities:
Excellent written and oral communication skills.
Excellent organizational skills.
Excellent time management skills.
Strong computer skills.
Physical Abilities:
Sitting for prolonged periods of time. Extensive use of computers and keyboard. Occasional lifting may be required.
ADDITIONAL REQUISITES:
In addition to the qualifications noted on the job description, all employees are expected to abide by the following expectations:
Ability to interact with the community of the Order of Saint Benedict and the Saint John's community as an integral part of the staff.
Project a positive image of service which represents the unit to which assigned.
Ability to acquire an understanding of the character and mission of Order of Saint Benedict and Saint John's University.
A willingness to maintain a high level of competence. Discreet judgment and confidentiality are expected of all employees.
Help create and foster a positive, respectful, and inclusive work environment.
The personal safety and health of each employee is of primary importance in our operation. Each employee has the responsibility to prevent accidents and injuries. The Order of Saint Benedict and its employees have the responsibility to comply with Federal, State, and departmental regulations related to safety and health.
To Apply
Applications are accepted online by clicking on "Apply". Candidates are asked to complete the application form and submit a cover letter and resume.
If you require an accommodation to participate in the OSB hiring process, please contact Human Resources at (320) 363-2874.
It is the policy of OSB to conduct a pre-employment background check. An offer of employment is contingent upon a successful background check.
Order of Saint Benedict is an Equal Opportunity Employer.
The Order of Saint Benedict (conducting Saint John's Abbey, Saint John's Preparatory School, Liturgical Press, HMML, and Collegeville Institute) provides a comprehensive fringe benefit program. This brochure provides a summary of the benefits offered to employees.
HEALTH INSURANCE
Employees are eligible for coverage in the health insurance plan on the first of the month following their date of hire. If you elect medical coverage for yourself, you may also choose to cover your eligible dependents. Both the employee and the Order share in the cost for this benefit. The plan also uses a Preferred Provider Organization Network; you receive discounts when utilizing health care providers in the network. Care received outside of the network is covered, but at a higher cost to the employee and the institution.
DENTAL INSURANCE
Employees are eligible for coverage in the dental insurance plan on the first of the month following their date of hire. If you elect dental coverage for yourself, you may also choose to cover your eligible dependents. Both the employee and the Order share in the cost for this benefit. The plan also uses a Preferred Provider Organization Network; you receive discounts when utilizing providers in the network. Care received outside of the network is covered, but at a higher cost to the employee and the institution.
VISION PLAN
This voluntary plan offers affordable vision coverage for routine eye exams, eyeglass lenses and frames, and contact lenses. Discounts on hearing exams and hearing aids are also included.
LIFE INSURANCE
The Order provides a Basic Life and Accidental Death and Dismemberment (AD&D) policy to employees. This insurance becomes effective on the first of the month following date of hire. The amount of term insurance provided is based on your annual salary as follows:
Salary Life Insurance
$0- $20,000 $50,000
$20,001 - $37,500 $75,000
$37,501 - $50,000 $90,000
$50,001 - $66,666 $100,000
$66,667+ 1.5x salary up to a
maximum benefit of $400,000
You may also purchase additional life insurance in increments of one, two, three, or four times your annual salary. There is also a dependent life insurance package available.
Employer provided life insurance in excess of $50,000 is subject to imputed tax (a tax on the value of the premium).
VACATION
Paid vacation is accrued based upon FTE and the number of years employed. Vacation is cumulative from year to year to a maximum of 240 hours. Employees working 100% time receive the following:
Vacation days per year Years employed
16 days 0-10 years
20 days 11+ years
HOLIDAY PAY
Employees receive paid holidays. The Order recognizes ten official holidays during the calendar year: New Years' Eve Day, New Years' Eve, Good Friday, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Day after Thanksgiving Day, Christmas Eve and Christmas Day. Leased employees may receive additional holidays.
SICK LEAVE
Full-time employees earn up to 9 days of sick leave per year, pro-rated based on FTE. Sick leave is cumulative from year to year up to a maximum of 720 hours (90 days). Employees may also use accumulated personal sick leave to care for ill family members.
LONG-TERM DISABILITY
After one year of benefit eligible employment, the Order provides coverage in the event of an illness or injury which prevents you from working. This plan provides a benefit which equals 60% of your basic monthly earnings to a maximum monthly benefit of $15,000. This benefit will be payable for the benefit duration, provided the employee is unable to perform the usual and customary duties of his/her occupation. For specific details, please refer to plan booklet.
FLEXIBLE SPENDING ACCOUNTS / HEALTH SAVINGS ACCOUNTS
These plans allow employees to set aside a portion of their salary on a pre-tax basis to pay for IRS approved expenses.
TUITION ASSISTANCE - PREP SCHOOL
The tuition assistance plan is an educational grant provided by the Order to a qualified child of a full time employee towards meeting the tuition costs at Saint John's Preparatory School. The dependent must meet the eligibility criteria in order to receive this benefit. Leased employees are not eligible for this benefit.
TUITION REMISSION - EMPLOYEE
Tuition remission is an educational benefit provided by the Order to full-time employees. A full-time employee and spouse (if applicable) are eligible for tuition free education benefits the first full semester after six months of employment. The payment of special fees is the responsibility of the employee. Full-time employees may enroll for one undergraduate course per term, which includes summer; up to a maximum of 2 courses per year. Leased employees are not eligible for this benefit.
PARENTAL LEAVE
A three week (15 days) paid leave will be granted to eligible employees due to the birth or adoption of a child, pro-rated based on FTE. New employees are eligible for this benefit after twelve months of employment.
EMPLOYEE ASSISTANCE PROGRAM
The Employee Assistance Program (Vital Work Life) is currently a free counseling resource available to all employees and immediate family members. EAP counselors can help you identify problems and concerns regarding family, marriage, emotions, alcohol or drugs, financial difficulties, legal issues and job stress. All contacts between you, your family, and the EAP are provided as a benefit from the Order and are kept strictly confidential.
RETIREMENT PROGRAM
The Order provides two 403(b) retirement plans: A Defined Contribution Plan and a Supplemental Tax Deferred Annuity Plan. These plans are administered by Teachers Insurance and Annuity Association (TIAA). Enrollment in the retirement plan will be effective the first day of the month following date of hire, unless the employee elects to opt-out.
Employee OSB
Year Contribution Contribution
1 3% 1%
2 3% 3%
3 3% 5%
4 3% 7%
5 3% 9%
Supplemental Tax Deferred Annuity Plan
Full-time and part-time benefit eligible employees may voluntarily elect to contribute to the Supplemental Tax Deferred Annuity Plan. A Roth option is also available.
AFLAC SUPPLEMENTAL INSURANCE
This voluntary plan offers an additional level of financial protection for you and your family in the event of a serious accident or illness.
Benefits subject to change annually Revised July 2025
Employer
Order of Saint Benedict (MN)
Address
2900 Abbey Plaza
Box 2400
Collegeville, Minnesota, 56321
Phone
320-363-2874
Website
https://www.csbsju.edu/
