Executive / Sr. Executive - Data, Documentation & Automation (Alumni Relations Office)

Purpose of the Job

Executive / Sr. Executive – Data, Documentation & Automation will be responsible for strengthening the data, documentation, and digital process ecosystems of both the Alumni Relations Office (ARO) and the Office of Student Affairs (OSA). The role will ensure accurate management of alumni,student, and engagement records; streamline documentation and reporting processes; and drive automation initiatives across key platforms and workflows. The incumbent will support institutional accreditation, rankings, audits, reporting, and promotional initiatives through robust data management, analytics, and process optimization, while enhancing engagement and collaboration between students, alumni, and the University community.

Duties and Responsibilities

1. Alumni Data Management

• Manage and maintain comprehensive alumni records across platforms such as Salesforce and the FLAME Alumni Portal (AlumNet).
• Track and update alumni progression post-graduation, including: Higher education pursuits
• Employment and career progression
• Entrepreneurial ventures
• Competitive examination outcomes and achievements
• Professional accomplishments and recognitions
• Ensure data accuracy, completeness, and consistency across all alumni databases.

2. Documentation and Accreditation Support

• Lead the collection, verification, organization, and maintenance of alumni documents required for accreditation, rankings, audits, and institutional assessments.
• Coordinate with alumni and internal stakeholders to obtain supporting documents,testimonials, employment records, higher education confirmations, and achievement records.
• Develop and maintain documentation repositories to support accreditation bodies and regulatory requirements.

3. Automation and Process Improvement

• Drive automation initiatives within the Alumni Relations Office and OSA to improve operational efficiency and data accuracy.
• Design and implement automated workflows for:

o Alumni campus entry approvals

o Alumni data synchronization between Salesforce and the FLAME Alumni Portal

o Data collection and validation processes

o Reporting and dashboard generation for OSA and ARO

• Work closely with IT and relevant departments to identify and implement technology-enabled solutions.

4. Reporting, Analytics, and Presentations

• Generate regular reports, dashboards, and presentations based on alumni data and OSA data for:

o Accreditation and ranking submissions

o University leadership reviews

o Marketing and promotional activities

o Alumni engagement analysis

• Analyze alumni data and trends to provide actionable insights and recommendations.

Knowledge, Skills, and Abilities Required

Educational Qualifications

• Bachelor's degree in any discipline.
• Master's degree preferred.

Experience

• 4 to 7 years of experience in data management, CRM administration, operations, documentation, process automation, alumni relations, student affairs, or related fields.
• Familiarity with AI-powered productivity tools, data extraction and validation tools,generative AI applications (e.g., ChatGPT, Claude, Gemini, Copilot), and low-code/no-code automation platforms is highly desirable. Experience working with Salesforce or similar CRM platforms is highly desirable.

Skills and Competencies

• Strong data management and analytical skills.
• Proficiency in Salesforce, Excel, Google Workspace, and reporting tools.
• Experience with workflow automation and process improvement initiatives.
• Excellent documentation and record-management capabilities.
• Strong presentation and report-writing skills.
• Ability to work with large datasets and generate actionable insights.
• High attention to detail and accuracy.
• Strong stakeholder management and cross-functional collaboration skills.
• Problem-solving mindset with the ability to identify and implement process efficiencies.
• Ability to manage multiple projects and meet deadlines effectively.
• Willingness to learn and adapt to new technologies and systems.

Other Requirements

• Ability to work independently and collaboratively within a team environment.
• Flexibility to support University events and initiatives when required.
• Occasional travel may be required.