CRM and Reporting Analyst

Primary Purpose

The CRM and Reporting Analyst is responsible for supporting Advancement Services through hands-on CRM system administration and operational reporting. This role focuses on maintaining data integrity, supporting day-to-day CRM functionality, and fulfilling constituent list requests, appeals, and standard reporting needs. The position serves as a key operational resource for fundraising and engagement activities by ensuring accurate data extraction, validation, and system reliability.

This role balances core CRM administrative responsibilities with entry- to mid-level analytical work, providing timely, reliable data to Development and Alumni Relations staff while supporting data standards, system processes, and user adoption. The CRM and Reporting Analyst reports to the Executive Director for Advancement Services.

Essential Functions

CRM Administration and Data Management

• Maintain alumni, donor, and constituent records within the CRM to ensure accurate historical representation and relationship tracking.
• Apply and enforce data entry standards, data governance policies, and best practices to maintain data integrity.
• Perform routine data audits to identify inaccuracies, duplicates, and data integrity issues; research and resolve discrepancies.
• Establish, document, and maintain basic validation and quality-control processes to support reliable reporting and downstream use.
• Configure and maintain user roles, permissions, and security access within the CRM.
• Monitor CRM performance and implement system updates, enhancements, and minor configuration changes as needed.
• Serve as a functional subject-matter resource for CRM data structure and operational usage.

Reporting, List Management, and Appeals Support

• Respond to internal requests for constituent lists, reports, and basic data extracts in support of fundraising, alumni engagement, stewardship, and communications.
• Create, validate, and distribute mailing lists, email lists, and giving lists based on defined criteria.
• Perform basic data extraction and manipulation to support direct mail, email appeals, and campaign initiatives.
• Validate list counts, segmentation logic, and exclusion criteria to ensure accuracy prior to release.
• Develop and maintain standard and recurring reports related to constituent demographics, giving activity, engagement, and operational metrics.
• Support appeals and campaigns through data preparation, demographic selection, and post-appeal data review.

Analysis and Operational Reporting

• Produce routine operational and historical reports to support Advancement leadership and fundraisers.
• Validate report outputs by comparing results across source data, system rules, and historical trends.
• Assist with basic analysis of fundraising and engagement data to identify trends and data quality concerns.
• Maintain documentation for standard reports, extracts, and list-building processes.
• Support annual and external reporting needs by preparing and validating required data sets, as needed.

Collaboration and Support

• Work closely with Advancement Services, Development staff, and Communications to understand data needs and ensure timely delivery.
• Provide basic guidance and support to CRM users regarding reports, data entry standards, lists, and system usage.
• Assist with the development of simple training materials and documentation related to CRM processes and reporting.
• Perform other related duties as assigned.

Minimum Qualifications

• Bachelor's degree in business, information systems, social sciences, or a related field, or equivalent combination of education and experience.
• One (1) to three (3) years of professional experience working with CRM systems, data management, or reporting.
• Proficiency in Microsoft Excel, including filtering, formulas, and basic data validation techniques.
• Experience working with constituent, donor, or customer data in a nonprofit or higher education environment preferred.

Preferred Qualifications

• Experience with CRM administration in an Advancement Services, fundraising, or nonprofit environment.
• Foundational understanding of relational databases and data structures.
• Experience producing constituent lists, appeals, and standard reports.
• Familiarity with basic query tools, reporting modules, or SQL.
• Demonstrated attention to detail and commitment to data accuracy.
• Ability to manage multiple requests, prioritize deadlines, and work independently.
• Strong written and verbal communication skills.
• Demonstrated judgment, confidentiality, and discretion when working with sensitive data.
• Experience working with diverse populations and a demonstrated commitment to equity and inclusion.