How to hire a data administrator

How to hire a data administrator, step by step

Here's a step-by-step data administrator hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write a data administrator job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new data administrator
• Step 8: Go through the hiring process checklist

What does a data administrator do?

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1. Identify your hiring needs

   Before you start hiring a data administrator, identify what type of worker you actually need. Certain positions might call for a full-time employee, while others can be done by a part-time worker or contractor.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   You should also consider the ideal background you'd like them a data administrator to have before you start to hire. For example, what industry or field would you like them to have experience in, what level of seniority or education does the job require, and how much it'll cost to hire a data administrator that fits the bill.

   This list presents data administrator salaries for various positions.

   Type of Data Administrator	Description	Hourly rate
   Data Administrator	Database administrators (DBAs) use specialized software to store and organize data, such as financial information and customer shipping records. They make sure that data are available to users and are secure from unauthorized access.	$25-57
   Database Manager	A database developer/database administrator specializes in designing and developing database programs and systems, maintaining and updating them regularly. They are in charge of understanding project needs and guidelines, establishing and implementing test systems to identify potential risks and issues, fixing and upgrading components, and storing data according to protocols... Show more	$30-73
   Data Manager	A data manager is responsible for monitoring the efficiency of the company's technology systems and network infrastructures. Data managers ensure the safety and security of the databases to avoid unauthorized access that may pose risks for business operations... Show more	$35-76

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Data Management
   • Java
   • Profiling
   • DB2
   • Unix
   • Sybase
   • Customer Service
   • SQL Server
   • Linux
   • Data Entry
   • Good Communication
   • Access Database
   • Remedy
   • DBA

   Check all skills

   Responsibilities:

   • Manage the LDAP requests for user provision.
   • Manage replication & distribution servers, versioning dev & production servers.
   • Design and lead team efforts to reduce batch windows through application on new features.
   • Manage access to file shares, DFS shares, IIS servers and terminal services.
   • Integrate LDAP and setup security at multiple levels to achieve data security and object level security.
   • Install and set up the VMWare environment, managing the closing/building and allocation of all virtual servers.

   More data administrator duties

3. Make a budget

   Including a salary range in your data administrator job description is a great way to entice the best and brightest candidates. A data administrator salary can vary based on several factors:

   • Location. For example, data administrators' average salary in wyoming is 31% less than in louisiana.
   • Seniority. Entry-level data administrators earn 55% less than senior-level data administrators.
   • Certifications. A data administrator with a few certifications under their belt will likely demand a higher salary.
   • Company. Working for a prestigious company or an exciting start-up can make a huge difference in a data administrator's salary.

   Average data administrator salary

   $80,072yearly

   $38.50 hourly rate

   ---

   Entry-level data administrator salary

   $53,000 yearly salary

   Updated December 18, 2025

   Average data administrator salary by state

   Rank	State	Avg. salary	Hourly rate
   1	California	$95,132	$46
   2	Louisiana	$91,142	$44
   3	New Jersey	$89,293	$43
   4	District of Columbia	$89,231	$43
   5	Texas	$86,600	$42
   6	North Carolina	$86,098	$41
   7	Massachusetts	$86,021	$41
   8	Kansas	$85,426	$41
   9	Washington	$85,411	$41
   10	Rhode Island	$85,337	$41
   11	Oregon	$84,712	$41
   12	New York	$83,946	$40
   13	Illinois	$82,423	$40
   14	Iowa	$80,978	$39
   15	Michigan	$80,783	$39
   16	Minnesota	$80,628	$39
   17	Ohio	$80,298	$39
   18	South Carolina	$80,084	$39
   19	Georgia	$80,076	$39
   20	Pennsylvania	$79,836	$38

   Average data administrator salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	Southern California Edison	$122,461	$58.88	8
   2	Memorial Sloan Kettering Cancer Center	$120,341	$57.86
   3	AIG	$117,940	$56.70	8
   4	KLA	$116,443	$55.98	4
   5	Western Alliance Bank	$114,268	$54.94	11
   6	Microsoft	$112,983	$54.32	147
   7	Renaissance Learning	$112,448	$54.06
   8	OUC	$112,415	$54.05
   9	Kiewit	$110,922	$53.33	11
   10	Autodesk	$110,251	$53.01	7
   11	Populus Group	$110,037	$52.90
   12	SAS Institute	$109,672	$52.73	5
   13	Excellus BCBS	$107,894	$51.87	2
   14	Pelican Products	$107,803	$51.83
   15	ProBuild	$106,974	$51.43
   16	Federal Signal	$106,587	$51.24	4
   17	Arrow Electronics	$106,103	$51.01	4
   18	AARP	$105,382	$50.66
   19	LinkedIn	$105,044	$50.50	10
   20	Carlton Fields	$105,022	$50.49

4. Writing a data administrator job description

   A data administrator job description should include a summary of the role, required skills, and a list of responsibilities. It's also good to include a salary range and the first name of the hiring manager. Below, you can find an example of a data administrator job description:

   Data administrator job description example

   The Data Entry Administrator will perform the preparation, data entry, verification, and editing of complex, confidential data. This role interacts with other departments to resolve problems and inquiries, and to establish and maintain efficient data and information flow. This role operates as a primary source of information on specialized data files and records for both internal and external stakeholders. The Data Entry Administrator resolves problems and inconsistencies with data, performs limited data analysis, and prepares and generates various reports.
   Job Responsibilities
   
   Checks, verifies, and edits data coding to ensure compatibility with data entry system and procedural requirements; interacts with department representatives to resolve routine data coding problems Receives and routes associated source paperwork to and from departments; works with department representatives as necessary to facilitate and expedite the efficient flow of documentation, and to resolve routine administrative problems Inputs and retrieves alphabetical and numerical information in prescribed format, utilizing knowledge of various computer software package Creates, maintains, and purges specified data files and logs as required; makes individual and/or mass corrections, modifications, and/or updates to data in files, as appropriate Extracts and releases information according to specified criteria and in strict compliance with established policies, procedures and/or regulations; answers questions from client departments and others on specific data as requested, and prepares reports, as specified Performs miscellaneous job-related duties as assigned
   Qualifications
   
   Typically requires BA/BS Degree 3+ years professional experience or equivalent in Data Entry Knowledge of computer data entry systems, protocols, and procedures Knowledge of relevant policies, procedures, and regulations pertaining to the release of confidential information Ability to resolve data input, storage and/or retrieval problems and to design solutions and modifications Ability to maintain confidentiality of records and information Excellent with Excel and PowerPoint Strong ability to create viable solutions, innovation Strong communication skills, active listener, ability to synthesize high level information Strong collaboration, influencing and facilitation skills Works independently & quick learner
   Work Environment
   
   No Relocation Hiring Location, United States Telecommute following Covid safe protocols We offer a competitive benefits package Must be authorized to work in the United States on a full-time basis
   
   Emerge seeks, in all its operations, to employ individuals for available positions based on their qualifications, working knowledge, and competency. Emerge has a continuing commitment to ensure that fair and equal employment opportunities are extended to all qualified persons without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, veteran status, predisposing genetic characteristics, familial status, marital status, domestic violence victim status or any other protected characteristic or based on their relationship or association with members of a protected class. Emerge is committed to diversity in its most inclusive sense.

   Copy this example

   

5. Post your job

   There are a few common ways to find data administrators for your business:

   • Promoting internally or recruiting from your existing workforce.
   • Ask for referrals from friends, family members, and current employees.
   • Attend job fairs at local colleges to meet candidates with the right educational background.
   • Use social media platforms like LinkedIn, Facebook, and Twitter to recruit passive job-seekers.

   Post your job online:

   • Post your data administrator job on Zippia to find and attract quality data administrator candidates.
   • Use niche websites such as dice, engineering.com, stack overflow, it job pro.
   • Post a job on free websites.

6. Interview candidates

   During your first interview to recruit data administrators, engage with candidates to learn about their interest in the role and experience in the field. During the following interview, you'll be able to go into more detail about the company, the position, and the responsibilities.

   Remember to include a few questions that allow candidates to expand on their strengths in their own words. Asking about their unique skills might reveal things you'd miss otherwise. At this point, good candidates can move on to the technical interview.

   While interviews are great, you will only sometimes learn enough from a conversation with a data administrator applicant. In those cases, having candidates complete a test project can go a long way in figuring out who's the most likely to succeed in the role. If you aren't a technical person and don't know how to design an appropriate test, you can ask someone else on the team to create it or take a look at these websites to get a few ideas:

   • TestDome
   • CodeSignal
   • Testlify
   • BarRaiser
   • Coderbyte

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new data administrator

   Once you've found the data administrator candidate you'd like to hire, it's time to write an offer letter. This should include an explicit job offer that includes the salary and the details of any other perks. Qualified candidates might be looking at multiple positions, so your offer must be competitive if you like the candidate. Also, be prepared for a negotiation stage, as candidates may way want to tweak the details of your initial offer. Once you've settled on these details, you can draft a contract to formalize your agreement.

   It's also important to follow up with applicants who do not get the job with an email letting them know that the position is filled.

   After that, you can create an onboarding schedule for a new data administrator. Human Resources and the hiring manager should complete Employee Action Forms. Human Resources should also ensure that onboarding paperwork is completed, including I-9s, benefits enrollment, federal and state tax forms, etc., and that new employee files are created.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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How much does it cost to hire a data administrator?