Data & Reporting Specialist (2375)

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Description

This position supports Development & Alumni Relations (DAR) initiatives through the management, integrity, and strategic use of constituent data. Serving as a centralized resource for data and reporting needs within DAR, the role maintains and enhances alumni and constituent records, ensures data accuracy and consistency across systems, and develops targeted lists and reports to support alumni engagement, fundraising initiatives, campaign performance, institutional reporting, and long-range planning. The position will also lead the development and ongoing management of SIU School of Medicine residency and fellowship alumni data, including the initial large-scale compilation, reconciliation, and ongoing maintenance of records across multiple systems and data sources.
This position primarily supports Alumni Relations initiatives by providing data stewardship, reporting, and strategic support for alumni communications, engagement, and outreach efforts. In addition, the role supports Development activities through donor and prospect reporting, campaign tracking, geographic and travel-related reporting, donor record maintenance, and other reporting needs. Through collaboration with internal departments and external partners, this position contributes to improved data quality, efficient processes, and stronger connections across the SIU School of Medicine community.

Examples of Duties

DATA MANAGEMENT & REPORTING - 70%
Creates and maintains contact information in MD alumni class listservs and constituent profiles/lists within email marketing and database systems; distributes communications using established listservs and mailing platforms
Collaborates with the Office of Student Affairs to compile and publish SIU SOM alumni pages and data in the annual commencement booklet
Collaborates with the Office of Graduate Medical Education (GME) to maintain SIU SOM graduate education and residency/fellowship alumni data Leads the development, compilation, reconciliation, and ongoing maintenance of residency and fellowship alumni data across multiple systems and data sources
Responds to departmental and interdepartmental requests for data and reports including statistical, contact, geo-regional, demographic, historical, organizational, relationship, professional, and constituent information
Conducts institutional research related to demographic, specialty, and employment status data and uses findings to prepare periodic reports including AAMC, IPMI, EDI, SIU SOM Dean's reports, DAR Annual Impact Reports, and other reporting requirements throughout the year
Creates and maintains targeted mailing and communication lists to support alumni engagement initiatives and Development events
Produces geographic and regional reports for alumni, donors, and friends to support Development Officer outreach and travel planning
Develops and compiles reports supporting annual giving campaigns, department-specific fundraising initiatives, campaign performance, and other strategic reporting needs
Sets and interprets operating processes for alumni and constituent database systems and maintains knowledge of system features, enhancements, and upgrades; provides technical support and guidance to staff as needed
Collaborates with IT, IR, Education Informatics, and Records and Data Management departments to ensure accurate import, maintenance, and integrity of constituent records
Collaborates with Records and Data Management teams to implement database priorities, test updates, and participate in data governance activities
Enters, updates, and maintains alumni and donor records through profile updates, registrations, returned mail reports, online research, staff communications, and other information sources; conducts ongoing data cleanup efforts and applies communication preferences and coding standards
Monitors ACGME and SIU SOM GME programs for evolving specialty and residency/fellowship information
Oversees that specific alumni updates are provided to appropriate staff for electronic file maintenance and record retention
Maintains data collection processes for Alumni Society Board of Governors committees, mentorship initiatives, and other alumni engagement programs
DEVELOPMENT & CONSTITUENT SUPPORT - 15%
Maintains donor and constituent records to ensure accuracy and consistency of information across systems
Supports Development initiatives through donor and prospect reporting, campaign tracking, and constituent information requests
Assists with donor, alumni, and prospect segmentation and reporting to support strategic outreach and fundraising activities
Provides data, reports, and supporting materials for Development and Alumni Relations initiatives and special projects
ADMINISTRATION & DEPARTMENTAL SUPPORT - 15%
Provides proofreading services for publications, communications, newsletters, web forms, and webpages
Provides information and content support for alumni communications including newsletters, web content, and class materials
Assists in preparation and distribution of alumni update materials and related communications
Assists Development and Alumni Relations staff with event support and provides data and materials needed for meetings, committees, and outreach efforts
Meets with Development and Alumni Relations staff to collaborate on team objectives
Develops professional relationships with coworkers, alumni, and external stakeholders related to departmental operations
Participates in departmental planning initiatives, professional development activities, and other duties as assigned

Qualifications

Credentials to be Verified by Placement Officer

1. A. Bachelor's degree in accountancy, business administration, management, or a closely related field.
OR
B. Three (3) years (36 months) of work experience in accounting, business administration, fiscal management, or closely related experience.
OR
C. A combination of such education and/or work experience totaling three (3) years (36 months), as measured by the following conversion table or its proportional equivalent:

• 30 semester hours equals one (1) year (12 months)
• 60 semester hours or an Associate's Degree equals eighteen months (18 months)
• 90 semester hours equals two (2) years (24 months)

PREFERRED QUALIFICATIONS

• Experience working in alumni relations, advancement, development, higher education, healthcare, nonprofit, or membership-based organizations.
• Experience working with constituent relationship management (CRM) or alumni/development database systems.
• Experience creating and maintaining reports, dashboards, mailing lists, and constituent segmentation strategies.
• Advanced proficiency in Microsoft Excel including formulas, pivot tables, data validation, and reporting functions.
• Experience with email communication platforms and list management systems (e.g., Constant Contact or similar platforms).
• Experience with data cleanup, record reconciliation, and large-scale data management initiatives.
• Experience managing, reconciling, or integrating data from multiple sources and systems.
• Experience with geographic, demographic, or donor reporting.
• Experience interpreting and preparing institutional or external reports.
• Knowledge of fundraising, alumni engagement, constituent relations, or advancement operations and practices.

Knowledge, Skills & Abilities (KSA's)

-Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, data entry, designing forms, and other office procedures and terminology.
? Knowledge of technology including electronic equipment, computer hardware and software, and their applications.
? Knowledge of basic arithmetic, algebra, statistics, and their applications.
? Ability to work independently and effectively organize and prioritize multiple tasks.
? Ability to identify complex problems and review related information to develop and evaluate options and implement solutions.
? Ability to work collaboratively and communicate effectively as appropriate for the needs of the audience.
? Ability to analyze and develop guidelines, procedures and systems to outline specific goals and implement plans to prioritize, organize, and accomplish tasks.
? Ability to analyze, interpret, and explain work related documents, policies, and procedures.
? Ability to manage large-scale data collection, reconciliation, and record maintenance projects involving multiple data sources and stakeholders.
? Demonstrated ability to maintain a high degree of confidentiality and exercise sound judgment when handling sensitive constituent, donor or institutional information.
? High proficiency in Microsoft Office applications, particularly Excel, Outlook, and other business software applications.
? Strong skills in database management, data entry, reporting, data reconciliation, and maintaining data integrity across multiple systems.
? Ability to compile, analyze, and interpret data and prepare reports for a variety of audiences and purposes.
? Ability to respond effectively to changing priorities and highly diverse planned and unplanned requests.
? Knowledge of or ability to learn the organizational structure, policies, procedures, and operations of the School of Medicine and University.
? Demonstrated sensitivity to and appreciation for individuals from diverse backgrounds and populations.

Condition of Employment

Out of State Applicants that apply to Springfield vacancies in classifications in the occupational area of Professional, Semi-Professional, or Managerial will be subject to the following Condition of Employment: Pursuant to the State University Civil Service System, an out-of-state resident who is hired into this position must establish Illinois residency within 180 calendar days of their start date.

Supplemental Information

If you require assistance, please contact the Office of Human Resources at View email address on click.appcast.io or call View phone number on click.appcast.io Monday through Friday, 8:00am-4:30pm.

The mission of Southern Illinois University School of Medicine is to optimize the health of the people of central and southern Illinois through education, patient care, research and service to the community.

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"Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act."

Southern Illinois University School of Medicine is an Affirmative Action/Equal Opportunity employer who provides equal employment and educational opportunities for all qualified persons without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, protected veteran status or marital status in accordance with local, state and federal law.

Pre-employment background screenings required.