Associate Director of Biographic Records and Data Administration (2277) Extended

Position Summary

The Associate Director is a key contributor to the development of automated processes and workflows, refinement of data architecture and coding schemes, and creation of policies and procedures that govern data protection, access and use of the NIU Foundation’s constituent records. The Associate Director develops, documents and maintains procedures, coding guides, and training modules; and serves as a primary resource to campus partners to gather and document key alumni and constituent engagement information and to improve mutually-beneficial data sharing and access across systems.

Essential Duties and Responsibilities

Database and Records Management – 40%

• Oversee the day-to-day receipt, analysis, auditing, compilation, coding and processing of information from a variety of complex sources and optimize end-user data input, access and training.
• Direct and supervise (2) biographic records associates (Data Clerks), as well as temporary and student workers and create production standards for minimum quality and processing time.
• Serve as a business analyst and advise departments and end-users on appropriate data elements to use in target market segmentation activities and creation of various constituent, donor and prospect lists.
• Identify and engage vendors and consultants who provide data cleaning and verification services, including quarterly NCOA updates and regular data appends.
• Develop and maintain relevant metrics and KPIs to evaluate accuracy of data and timeliness of data entry and updates.

Systems, Data Analysis, and Process Management – 30%

• Identify and put in place system enhancements, data analysis procedures, and automation processes that will increase accuracy, timeliness and data throughput.
• Proactively develop systems, controls and analysis tools that help to ensure consistent data quality, integrity, validation and reporting standards.
• Document policies and guidelines related to NIU Foundation data management, including procedural manuals, appropriate use and confidentiality agreements, training manuals, etc. and disseminate or otherwise make available to all end-users.
• Manage day-to-day execution of data processes to ensure that all relevant data is captured and stored appropriately.

Collaboration, Communications, and Training – 20%

• Work closely with prospect development, system programmers, report writers and technology applications specialists to promote the effective use of data and technology by NIU Foundation/Division of University Advancement colleagues.
• Enhance data collection efforts and streamline business processes through close interaction with our business and data partners, including Athletics, Admissions, Registration and Records, Northern Public Radio, departments, institutes and centers.
• Develop, deliver and oversee end-user training and access to NIU Foundation/Division of University Advancement technology systems.
• Manage the distribution and collection of appropriate use and data confidentiality policy guidelines and agreements among staff, external vendors and consultants and volunteers who have been granted access to NIU Foundation systems and/or are provided constituent data via mailing lists, reports, etc.

Other Related Duties – 10%

• Stay up-to-date on the latest trends in data management, collection, and accuracy monitoring.
• Other related duties as assigned.

Minimum Required Qualifications (Civil Service)

N/A

Knowledge, Skills, and Abilities (KSAs) (Civil Service)

N/A

Specialty Factors (Civil Service)

N/A

Preferred Qualifications (Civil Service)

N/A

Minimum Required Qualifications (SPS)

• Bachelor’s degree in Information Management, Programming, Statistics, Mathematics, Business Intelligence, Financial Analysis, or related discipline.
• Three (3) years of directly-related professional experience in Database and/or Information Management, Business Analysis, Financial Analysis, or related disciplines.
• Two (2) years of additional working experience in Database and/or Information Management, Business Analysis, Financial Analysis, or related disciplines.
• Experience developing training and reference materials, such as formal presentations, system and process documentation, data management procedures and policies, etc.

Additional Requirements (SPS)

1. Superior interpersonal skills with proven ability to successfully interact and collaborate with varied constituencies in a professional manner, exhibiting excellent written and oral communication skills and demonstrating tact and diplomacy working with a wide variety of personalities.
2. Ability to present, resolve conflicts and address delicate situations.
3. Ability to motivate and persuade others.
4. In-depth knowledge of relational databases, records management practices and procedures with ability to apply relevant and nuanced understanding in varied situations.
5. High level of computer proficiency required. Must have working knowledge of Microsoft Office applications (Word, PowerPoint, Access, Excel).
6. Excellent organizational skills with strong attention to detail and the ability to work both independently and collaboratively.
7. High degree of professionalism, ethical sensitivity, confidentiality and discretion; provide ability to apply good judgement and responsible decision-making.

Preferred Qualifications (SPS)

• Master’s degree in Information Management, Programming, Statistics, Mathematics, Business Intelligence, Financial Analysis, or related discipline.

Physical demands/requirements

• While performing the duties of this job, the employee is regularly required to talk and hear.
• There is a high level of keyboarding and phone use.
• The employee frequently is required to use fingers and hands to feel, grasp, operate or handle objects, tools, or controls; and reach with hands and arms.
• Must be able to lift and carry 20 lbs. regularly.
• Ability to work outside of normal working hours to complete tasks.

Appointment and Compensation Details

Appointment and Compensation Details

Anticipated Appointment Start Date

September 1, 2024

Anticipated Appointment End Date

Percent of Staff Year

1.00

Standard Hours Per Week

37.50

Working Hours

M-F, 8:00 a.m. - 4:30 p.m., with some evening and weekend hours required.

Salary

$75,000.00/annually

Hourly or Semi-monthly Pay Rate/Range

$3,125.00/semi-monthly

Earn Type

Salary

Application Procedure

Application Procedure

Application Procedure

For full consideration, please visit https://employment.niu.edu/postings/78637
to apply and submit the following materials by September 29, 2024:

Required Documents

• Cover Letter – Please include your interest in employment with the NIU Foundation and fit for the role for which you are applying
• Current Resume
• List of Three Professional References

Applications submitted after September 29, 2024 are welcomed, but will be considered as needed.

Special Instructions

Quick Link to Applicant

https://employment.niu.edu/postings/78637

Is Background Check Required?

Yes

EEO Statement Summary

In accordance with applicable statutes and regulations, NIU is an equal opportunity employer and does not discriminate on the basis of race, ethnicity, color, national origin, ancestry, sex, religion, age, disability (physical and mental), marital status, veteran status, sexual orientation, gender (identity and expression), political affiliation, or any other factor unrelated to professional qualifications, and will comply with all applicable federal and state statutes, regulations and orders pertaining to nondiscrimination, equal opportunity and affirmative action.

The following person has been designated to handle inquiries regarding the non-discrimination policies:

Ethics and Compliance Officer, Title IX Coordinator
Health Services Building Room 230
TitleIXCoordinator@niu.edu
815-753-5560

Visa Policy

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.

ADA Accommodation

NIU remains committed to ensuring that its recruitment and application procedures include full opportunities for applicants with disabilities. Employment opportunities will not be denied to anyone because of the need to make accommodations for a person’s disability during either the application or interview process. An applicant who believes they require an accommodation to participate in the employment process due to a disability may request that accommodation through the Accommodation Request Form . For further assistance, please contact the office of Affirmative Action and Equal Opportunity ( AAEO ) at ada@niu.edu .

Safety Information

NIU provides annual reports on campus security and fire safety.
Read the Annual Security and Fire Safety Report .
Contact the Ethics and Compliance Office at 815-753-9364 for a hard copy.
Applicant Documents
Required Documents

1. Resume/Curriculum Vitae
2. Cover Letter
3. List of References

Optional Documents

1. Military Discharge Documents ONLY (DD214/DD215/NGB22/DD256)
2. Other #2
3. Transcripts (unofficial with official required at hire)
4. Other

Supplemental Questions

Required fields are indicated with an asterisk (*).