CRM and Reporting Analyst

Primary Purpose

The CRM and Reporting Analyst supports 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.

Essential Functions

• 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.
• 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.
• 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.
• Aid in 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.
• Collaborate 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.
• Absorb and 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.