Reporting to the Associate Director, Operations and Finance, the Program Coordinator, Constituent and Patient Data Management administers the use of approved, HIPAA-compliant patient and constituent data for the Feinberg School of Medicine Development and Alumni Relations department. As the primary prospect development professional for Feinberg, the Program Coordinator is responsible for managing patient data and access to it, as well as providing analysis, information, training, and reports that support the department’s work securing philanthropic support for the Feinberg School of Medicine.
Data Management (approx. 20%)
Responsible for the management of all authorized patient data used by Feinberg Development and Alumni Relations for philanthropic and educational purposes, in compliance with applicable HIPAA regulations, as well as Northwestern University (NU) and Northwestern Medicine (NM) policies and rules.
Under the supervision of the Associate Director, Operations and Finance, provides day-to-day management and maintenance of the department’s patient database platform (Microsoft Access/SalesForce), the NM Electronic Data Warehouse (EDW) report that populates it, and the data itself.
Regularly performs checks, analyses, and tests of the data and database platform to identify issues.
Carries out data hygiene projects and other measures as needed to address problems.
Recommends and executes solutions and enhancements to Fienberg’s patient data system.
Works closely with Northwestern University Clinical and Translational Science (NUCATS)/EDW Research Analytics staff to monitor and preserve the accuracy and compliance of the patient data provided to Feinberg Development and Alumni Relations.
Prospect Development, Analysis, and Reporting (approx. 40%)
Serves as the department’s primary expert on grateful patient prospect development, including identification of prospective donors at the major gift ($100K+) and principal gift ($5M+) levels, and dissemination of prospect names to gift officers.
Conducts wealth/asset/bio data screenings of approved grateful patient names.
Verifies, interprets, and analyzes wealth data; compiles in an accurate, consistent and digestible format for use by gift officers.
Exercises appropriate judgment and discretion in gathering facts and formulating analysis.
Distributes patient prospect names to Feinberg gift officers on a regular schedule, and as requested.
Presents analyses and information to members of the department regarding the grateful patient prospecting process; solicits feedback on an ongoing basis.
Maintains awareness of trends, issues and peer best practices within prospect development and grateful patient prospecting.
Gathers and shares peer benchmarking information pertinent to Feinberg’s fundraising productivity.
Collaborates closely with colleagues on NU’s Alumni Relations and Development Prospect Research and Management team.
Coordinates and participates in prospect development orientations for new staff, as well as prospect portfolio reviews.
Serve as an expert on Northwestern University’s Prospect Management Policies and Procedures, and their relationship to fundraising for the Feinberg School of Medicine.
Demonstrate a solid, detailed knowledge of the University’s prospect pipeline, prospect management business processes, and the proper use and function of prospect information in the database when conducting prospect identification and research activities.
Participate in testing and review of reports and functionality related to prospect information in the CATracks database
Accurately and efficiently obtain information from both internal and external sources, including the patient database, Ellucian Advance (CATracks) database, Cognos business intelligence interface (BI Tool), the OnBase document imaging system and various software applications and external databases.
Generate and maintain accurate and useful prospect information for the department.
Notify ARD Gift and Record Services regarding new or updated biographical information
Identify and pursue opportunities to streamline the delivery or accessibility of information.
Safeguard the confidentiality of constituent information at all times; uphold university policies regarding confidential information. Adhere to Northwestern University’s ethical and confidentiality guidelines.
Regulatory Compliance (approx. 10%)
Acts as the department’s regulatory and compliance officer, ensuring compliance with HIPAA laws, as well as rules governing use of Protected Health Information (PHI), and all other applicable policies and agreements.
Manages and administers a training program to ensure that all Feinberg Development and Alumni Relations staff complete regular training regarding HIPAA regulations and the proper handling of patient information.
Responds to inquiries about the department’s use of patient data.
As needed, communicates with colleagues in Northwestern Memorial HealthCare Corporate Compliance and Integrity.
Strategic Planning (approx. 15%)
Plays a key role in strategic planning related to patient grateful patient prospect development.
Administers and executes strategic plans.
Provides accurate and timely information to Senior Staff to develop and implement improvements to Feinberg’s prospect development program.
Identifies and obtains external expertise as needed for current and new initiatives.
Reviews programs/projects to increase efficiencies and support growth.
Leads program/project updates and improvements.
Reviews trends to recommend future plans.
Administration and Budget (approx. 15%)
Manages the day-to-day operation of the department’s grateful patient prospect development program.
Ensures that department and school mission, values, guidelines, policies and procedures are implemented.
Identifies service improvement opportunities that will better enable the department to achieve its goals and objectives.
Reviews processes and recommends changes to procedures and technology as appropriate.
Manages the design and development of the department’s patient database; compiles and analyzes data; prepares reports.
Reviews processes and recommends changes to incorporate technology as appropriate into the grateful patient prospect development program.
Identifies service improvement opportunities that will better enable Feinberg Development and Alumni Relations to achieve its goals and objectives.
Works in conjunction with the Associate Director, as well as NUCATS and IT staff, to ensure that patient data management systems and platforms are properly installed and maintained.
Participates in budget preparation.
Performs vendor/account research. Communicates with vendors to troubleshoot problems.
May provide work direction as needed to temporary employees.
Performs other duties as assigned.
Successful completion of a four-year course of study in an accredited college or university leading to a Bachelor's or higher degree; OR appropriate combination of education and experience.
3 to 5 years’ work experience in prospect research, or an equivalent amount of relevant experience performing research duties in a development, academic, nonprofit, library, or corporate setting. Experience within a nonprofit medical/healthcare organization strongly preferred.
Experience working with a complex relational database; Ellucian Advance and/or Salesforce experience preferred.
Minimum Competencies: (Skills, knowledge, and abilities.)
Expert competency with the Microsoft Office suite, especially Excel, Access, Word and PowerPoint.
Demonstrated creative and flexible research skills, including the ability to analyze, interpret, summarize and present information effectively, and use online sources resourcefully and effectively.
Skilled in reading and interpreting financial documents and asset information.
Experience and references demonstrating scrupulous accuracy and attention to detail, including strong data management skills, professional/business writing proficiency, as well as the ability to exercise sound, independent judgment and follow established protocols and procedures.
Commitment to professional ethics, ability to apply an ethical code and good judgment; must be able to handle confidential materials and situations with sensitivity and discretion.
Strong abilities in the following areas:
Written and verbal communication, including writing, proofreading and editing skills
Presentations and report compilation
Flexibility in a fast-paced environment.
Advanced degree in a relevant area of study.
Experience in a compliance role, specifically related to HIPAA and/or a healthcare environment.
Experience in a technical support role.
Preferred Competencies: (Skills, knowledge, and abilities)
Experience using Salesforce.
Familiarity with Cognos business intelligence applications.
Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Hiring is contingent upon eligibility to work in the United States.
Internal Number: 34583
About Northwestern University
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.