Student Affairs Data Analyst

Position Overview

Western Michigan University Homer Stryker M.D. School of Medicine is recruiting for a Student Affairs Data Analyst. The Student Affairs Analyst I contributes to oversight of process workflow, assures meeting deadlines of all student affairs needs, and implements continuing process improvement to achieve performance excellence. This position collaborates with the Student Affairs Analyst II and Registrar to provide functional support and assist with records assessment, accreditation, and quality improvement projects. The position also administers the student information systems and provides maintenance and access to student information for billing, student life, financial aid, registrar/student records, and alumni. This role includes moderate data analysis, data mining, reporting, creation of visualization tools, and the use of a variety of computer applications including, but not limited to, Microsoft Suite (Word, Excel, Outlook, and PowerPoint), Power BI, Oracle, and SharePoint. The maintenance of sensitive and confidential information in both electronic and paper form, along with independent initiative to solve arising issues, is vital to this role. It requires setting priorities, providing work direction to students and administrative staff, and handling several tasks simultaneously while upholding professionalism and strict confidentiality standards. This is an onsite role based in Kalamazoo, Michigan – remote work is not available.

Key Responsibilities

• Responsible for implementation and administration of the student information system.
• Oversees and organizes student database projects, including Medical Student Performance Evaluations (MSPE/Deans Letter), student pre-matriculation web portals for all programs, and other assigned projects.
• Tracks and maintains student activities and involvement in the student information system.
• Manages data entry and updates of student records related to academic records and registration in collaboration with the Registrar.
• Processes and develops/edits student forms using Empower and PaperVision.
• Reviews business procedures and workflows to ensure full utilization of student information system features and identifies areas for process improvements.
• Coordinates the pre-matriculation and matriculation processes and portals across multiple departments to ensure up-to-date and accurate student information.
• Collaborates with the Office of Admissions to oversee and complete the applicant data transfer process.
• Compiles data and supporting documentation to fulfill audit requests during both internal and annual external financial statement audits.
• Maintains internal reporting schedules, process documentation, and audit trails to ensure accuracy and repeatability.
• Sets up new programs in the Empower Student Information System, including courses, calendars, and integration with the online course catalog.
• Uploads numeric grades and generates ranking reports used for academic scholarships, Alpha Omega Alpha Honor Society, and the development of the Medical Student Performance Evaluation.
• Documents procedural information outlining the theory and steps necessary to complete various operational tasks and contribute to institutional knowledge.
• Analyzes retention, graduation, and success rates among diverse student populations.
• Prepares and validates mandated federal and state compliance reports (e.g., IPEDS, state, federal, and regulatory) in line with deadlines.
• Updates student records within Empower, including name changes, information updates, inactive status changes, and user group adjustments.
• Acts as backup for student registration, course scheduling, records management, and degree conferrals while ensuring adherence to academic policies.
• Serves as backup for NSLDS monthly reporting, including degree and enrollment verifications.
• Processes student Leaves of Absence.
• For all assigned systems: maintains content and records; optimizes processes and controls; trains new and existing users; and adheres to all federal laws regarding student information (FERPA).
• Develops, writes, and runs reports with appropriate IT support as needed.
• Understands database management across all functional levels.
• Monitors and troubleshoots interfaces between external systems.
• Troubleshoots system issues and serves as liaison for communication with the software vendor and Information Technology.
• Provides occasional assistance with student events.
• Acquires knowledge of new technology and stays updated on policy/procedure revisions.
• Demonstrates flexibility to work on weekends or evenings when necessary to complete time-sensitive projects.
• Performs all other duties as assigned.

Required Qualifications

• Bachelor's degree (preferably with a concentration in education, business information systems, or database management) or equivalent relevant work experience.
• Proficiency with email, electronic calendaring, scanners, and copy machines.
• Ability to analyze data to derive insights, troubleshoot problems, and recommend solutions.
• Strong detail orientation and organizational skills to thrive in a dynamic, multi-tasking environment.
• Excellent analytical and problem-solving skills with the capacity to propose well-thought-out alternate solutions.
• High level of communication skills to effectively interact with faculty, staff, students, and vendors.
• Broad knowledge of organizational and departmental policies and procedures.
• Ability to meet deadlines and accurately interpret, comprehend, transmit, and present complex data.
• Initiative and innovation in approaching tasks.
• Rapid proficiency in learning new software packages as needed.
• Discretion in handling confidential information and a sound understanding of FERPA (Family Educational Rights and Privacy Act).
• Proficient use of Microsoft Office (Word, Excel, and PowerPoint).
• Ability to manage multiple priorities and deliver timely results.
• Strong interpersonal skills with the ability to interact and negotiate with diverse constituencies.
• Excellent organizational skills.
• Effective verbal and written communication skills.
• Willingness to accept and apply feedback.
• Regular and predictable attendance.
• Ability to recognize and prioritize work flow efficiently.
• Capacity to perform duties independently with minimal supervision.

Preferred Qualifications

• Two years of experience in information systems with an educational emphasis.
• Experience with relational databases, Microsoft Access, MS SQL or MySQL, and SAP Crystal Reports.