Advancement Operations Systems Coordinator

Position Summary:       

Reporting to the Senior Director of IA Information Systems and Analytics, the Advancement Operations Systems Coordinator plays a critical operational role within the Office of Institutional Advancement, responsible for supporting the accurate, timely, and consistent flow of data across the department’s platforms, including online giving, event management, email marketing, and text/SMS engagement systems. This position manages platform access, maintains operational assets, coordinates data handoffs to downstream teams, and supports staff use of advancement systems and processes.

More than any specific system experience, we are looking for someone who is wired for operational precision. The right candidate finds satisfaction in getting the details right, takes ownership when something looks off, and doesn't guess when they're unsure — they ask. They are comfortable being the person others rely on to make sure data is clean and processes are followed.

This position is 2 days in the office.

Position Responsibilities:

Access Management

• Serve as the access administrator across the office's suite of third-party platforms.
• Create new user accounts, assign appropriate permission levels, and deactivate access when staff depart or change roles.
• Maintain accurate records of active users across systems and conduct periodic access audits to ensure permissions remain appropriate and consistent with institutional policies.

Platform Asset Maintenance

• Build, update, and maintain operational assets within giving, event management, email marketing, and text/SMS platforms as directed by program owners and fundraising staff.
• Configure online giving pages, campaign settings, event registration pages, attendee fields, capacity settings, confirmation messaging, audience segments, distribution lists, contact lists, tracking codes, and campaign tags.
• Ensure assets are accurately assembled, configured, tested, and functional before going live.
• Flag discrepancies, missing information, or unclear instructions to the requestor before finalizing platform assets.

Data Movement and Quality Control

• Manage routine and ad hoc data transfers between advancement platforms and the central CRM.
• Export transaction and engagement records from giving, event, email, and texting platforms.
• Clean, format, and validate Excel and CSV files for completeness, accuracy, formatting errors, missing fields, duplicate records, and other data quality issues.
• Prepare final files for handoff to gift processing and other downstream teams, following established templates and business rules.
• Receive and process vendor data files, including address updates and third-party giving data, and prepare them for import or handoff.
• Coordinate with gift processing staff to ensure files are delivered accurately, completely, and on schedule.
• Log completed data transfers and assist with returned mail logging.

Systems Support and Staff Training

• Serve as the day-to-day operational resource for the platforms within the role's scope, including giving, event management, email marketing, and text/SMS systems.
• Answer staff questions about platform functionality and assist with troubleshooting operational issues.
• Provide onboarding training for new employees on relevant systems and recurring processes.
• Support CRM-related lookup and data validation tasks while partnering with the primary CRM administrator on issues outside the role's scope.

Process Documentation

• Create and maintain standard operating procedures for recurring data tasks, platform configurations, access management, and other workflows within the role's scope.
• Ensure documentation remains current when systems, procedures, templates, or business rules change.
• Support continuity across the department by maintaining clear, accurate, and accessible process documentation.

Experience & Educational Background:

• Bachelor's degree or equivalent combination of education and professional experience.
• 2-4 years of professional experience in an administrative, operations, data coordination, systems support, advancement services, development operations, or marketing operations support role.
• Experience in higher education, nonprofit, or fundraising environment
• Familiarity with donor or alumni CRM platforms preferred (e.g., Salesforce, Raiser's Edge, Blackbaud, Ellucian, or similar)
• Experience with online giving platforms, event management software, email marketing platforms, or SMS/texting platforms in any industry preferred.

Skills & Competencies:

• Demonstrated proficiency in Microsoft Excel, including working with large data sets, formatting, filtering, and basic data cleaning.
• Strong attention to detail and a demonstrated commitment to accuracy in data-related work.
• Ability to follow established procedures consistently and identify when something falls outside normal parameters.
• Comfort learning and working across multiple software platforms simultaneously.
• Strong organizational skills and ability to manage multiple deadlines without sacrificing accuracy.
• Clear written and verbal communication skills, including the ability to ask clarifying questions and escalate issues appropriately.

Salary Range:

$66,300 - $68,000

About Us:        

Yeshiva University is dedicated to academic excellence, intellectual exploration, and the advancement of timeless values that shape and impact lives. With a rich tradition rooted in Jewish thought and heritage, YU fosters a dynamic learning environment across its undergraduate, graduate, and professional schools. Our mission is to cultivate the next generation of leaders who will contribute meaningfully to society, guided by a commitment to ethics, innovation, and service. Our community extends far beyond the classroom, encompassing thousands of students, faculty, staff, and more than 70,000 alumni and supporters worldwide, all working together to build a brighter future.

As a Yeshiva University employee, you will be part of a welcoming, diverse, and intellectually engaging community that values collaboration, excellence, and professional growth. We offer a supportive and stimulating workplace with tangible employee benefits, opportunities for advancement, and a strong sense of purpose. Beyond professional development, YU is committed to ensuring a high quality of life for its employees, offering a work environment that prioritizes well-being, work-life balance, and a culture of mutual respect. Every role at YU contributes to our broader mission of education, research, and societal impact, ensuring that all members of our community—students, faculty, staff, alumni, and friends—are inspired to make a difference. We invite you to bring your talent and passion to YU and join us in shaping the future.

Equal Employment Opportunity:    

Yeshiva University is an equal opportunity employer committed to providing employment opportunities to all employees and candidates without regard to race, color, age, sex, national origin, disability status, or any other characteristic protected by federal, state or local laws.