Database Integrity Specialist in Providence, Rhode Island at United Way of Rhode Island

United Way of Rhode Island

Job Description

Database integrity Specialist

United Way of Rhode Island has stood alongside the people of Rhode Island for 100 years—connecting neighbors, mobilizing resources, and driving solutions to our state's most pressing challenges. During our next century of service, our Strong Rhode Island strategic framework carries that legacy forward with focus, humility, and determination.

Our vision is that every Rhode Island family is economically stable, with access to opportunity, support, and the power to shape their future. Our mission is to invest in community-led solutions that build economic stability, support strong families, and drive racial equity so every Rhode Islander can thrive.

We organize our work around a clear goal: to ensure every Rhode Island family is economically stable and thriving. Strong Families is our North Star, and it is supported by two strategic enablers—Strong Nonprofits and a Strong United Way—with equity embedded throughout. We define family broadly: relatives, chosen family, friends, neighbors, and the support systems that help people meet today's needs and build tomorrow's opportunities.

We use the ALICE framework (Asset-Limited, Income-Constrained, Employed) to reveal the economic and community conditions of people who are struggling financially and to drive the change needed to create financial stability. Nearly one in three Rhode Island households earns above the federal poverty level but still cannot afford essentials like housing, childcare, food, transportation, and healthcare. These are the neighbors—childcare workers, retail staff, healthcare aides—who hold our communities together but live one emergency away from crisis.

We center racial equity because race still shapes who has access to opportunity in Rhode Island. These gaps are not accidental—they stem from long-standing policies and practices. We also recognize that many people face compounded disadvantages connected to sexual orientation, gender identity, disability, income, and other factors. By centering racial equity and working to change the systems that hold people back, we aim to remove barriers and expand opportunity for everyone.

Learn more at https://www.unitedwayri.org/

The Database Integrity Specialist is responsible for maintaining the accuracy, consistency, and reliability, of the organization’s CRM system. This role serves as the primary day-to-day steward of CRM data hygiene, ensuring that records are clean, standardized, and compliant with established data entry and gift processing procedures. The Database Integrity Specialist manages routine CRM maintenance, user support, training, and quality assurance, escalation governance decisions or policy changes to the Director as needed.

Data Integrity & Hygiene

• Serve as the primary owner of CRM data hygiene, ensuring ongoing accuracy and completeness of records.
• Conduct daily and weekly data maintenance, including duplicate identification, record merges, and correction of invalid or incorrectly coded fields.
• Monitor and correct data quality issues related to constituent records, gifts, and transactions.
• Enforce field-level data standards and required fields to support reporting, compliance, and system integrity.
• Perform daily audits, review queue and audit logs, and address batch exceptions or errors proactively.

CRM Administration & Operations

• Manage CRM data entry rules, user profiles, roles, and permissions in alignment with organizational standards.
• Troubleshoot CRM issues, including system errors, user malfunctions, data anomalies, and upgrade-related changes.
• Serve as the first point of contact for CRM data and operational issues, escalating higher-level governance or system decisions to the Director.
• Maintain accurate and up-to-date CRM documentation, including standard operating procedures (SOPs), data standards, and training materials.

Gift Processing & Quality Assurance

• Own gift processing procedures and workflows, ensuring accuracy, consistency, and adherence to established standards.
• Monitor gift entry activity for errors, incomplete records.
• Perform quality assurance checks on gift data and resolve discrepancies promptly to maintain data integrity.

Training & User Support

• Train staff across departments on proper CRM usage, data entry best practices, and data standards.
• Provide ongoing guidance and support to promote consistent and compliant system use.
• Reinforce data quality expectations through documentation, training, and regular communication.

Every UWRI employee utilizes the JEDI Pathways Framework to identify and commit to professional growth and development. In this role, that includes:

• Develop and implement a personalized JEDI Growth Plan with your supervisor that establishes baselines and tracks growth across the three JEDI domains, two spheres of influence (interpersonal and within UWRI/sociopolitical systems), and your level of practice (Emerging, Developing, Practicing).
• Complete the annual JEDI self-assessment honestly and use it to identify priorities for ongoing learning and growth.
• Participate in annual JEDI training, monthly learning and reflection opportunities, and at least one quarterly teach-back of a JEDI learning experience.
• Engage with UWRI JEDI initiatives such as the Equity Challenge, Employee Resource Groups (ERGs), the Heritage and Professionals group, and the Culture, Equity and Strengths Committee (CES).
• Participate in community, state, or national JEDI growth opportunities (including United Way Worldwide) as relevant to your role.

In addition to the responsibilities outlined above, your role includes consistently showing up in ways that demonstrate the UWRI values and the aligned JEDI orientations. Successful individuals will build and grow foundational skills across all three domains of the UWRI JEDI Pathways Framework, grounded in our core values.

Implement 70/20/10 activities in your annual Goal & Growth plan, including personal and team reflections, individual and shared learning, and integration of learning into practice.

Knowledge

• CRM/database management systems
• Data quality and governance principles
• Gift processing and fundraising operations
• Reporting, auditing, and compliance requirements
• Data standards and documentation practices

Skills

• Database administration and maintenance
• Data cleansing, auditing, and validation
• Problem-solving and troubleshooting
• Excel and data analysis
• Training, user support, and documentation
• Effective communication and collaboration

Abilities

• Maintain accurate, reliable, and compliant data
• Identify and resolve data quality issues
• Support and train users across departments
• Enforce data standards and best practices
• Manage confidential information responsibly
• Prioritize multiple tasks while maintaining attention to detail

Key Competencies

• Data Integrity & Quality Management
• CRM Administration
• Attention to Detail
• Problem Solving
• Data Auditing & Validation
• Gift Processing Knowledge
• Customer Service
• Training & Knowledge Sharing
• Process Improvement
• Collaboration & Communication

• Salary: competitive, commensurate with relevant experience and skills, and within the budgeted range of $58,000 - $68,000.
• Benefits: comprehensive benefits package for those meeting agency threshold, including healthcare, dental, and vision coverage; flexible spending account; retirement match; and more.
• Work–life balance: 37.5-hour standard workweek; if you meet the agency benefit threshold, you annually earn prorated paid leave, floating holidays, personal days, and sick days. Workflow design includes time for reflection, learning, and unpredictable tasks.
• Learning & development: individual and collective programs supporting organizational and career growth, including CliftonStrengths® by Gallup, the JEDI Pathways Framework, AIRS certification, and ongoing learning offerings.

• Primarily performs work in a professional office or hybrid office environment using a computer and multiple software applications for extended periods of time.
• Regularly utilizes CRM/database systems, Microsoft Office applications, reporting tools, email, and collaboration platforms to manage data quality, process transactions, and support users.
• Routinely reviews, audits, enters, updates, and validates constituent, donor, gift, and transaction records.
• Frequently interacts with internal staff across departments to provide technical support, answer questions, troubleshoot issues, and deliver training.
• May occasionally participate in meetings, training sessions, projects, or cross-functional initiatives related to data standards, reporting, and system improvements.

• Prolonged periods of sitting, computer use, data entry, and document review.
• Frequent use of a keyboard, mouse, telephone, and other standard office equipment.
• Reviews reports, audit logs, exception queues, and database records requiring close attention to detail and visual concentration.
• Creates and maintains documentation, standard operating procedures, training materials, and data quality records.
• May occasionally lift, carry, or move office materials weighing up to 20 pounds.

• Generally, works standard business hours, with flexibility required to meet organizational priorities, deadlines, audit requests, system implementations, or major projects or events.
• Work is primarily performed in an office or hybrid work environment with frequent collaboration across departments.
• Limited local travel may be required for meetings, trainings, or organizational events.
• May occasionally need to provide support during system upgrades, testing activities, or critical business processes.

• Requires sustained concentration, accuracy, and attention to detail while reviewing and maintaining large volumes of data.
• Must analyze information, identify errors, troubleshoot issues, and make sound decisions within established procedures and data governance standards.
• Frequently manages multiple competing priorities and deadlines while maintaining a high level of data quality and internal customer service.
• Requires strong interpersonal skills to provide training, guidance, and support to users with varying levels of technical expertise.
• Handles sensitive donor, constituent, financial, and organizational information with discretion, professionalism, and confidentiality.
• Must adapt to changing priorities, business needs, technology updates, and process improvements while promoting a culture of accountability and data integrity.

United Way of Rhode Island is an equal opportunity employer. We strongly encourage members of traditionally underrepresented communities to apply, including Black, Indigenous, and other people of color; LGBTQ+ individuals; people with disabilities; and people with lived experience of the issues we work to address.

This job description is intended to convey the essential functions of this position. It is not an exhaustive list of skills, duties, responsibilities, or working conditions associated with the role, and it may evolve as the needs of the community and the organization change.