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POSITION OBJECTIVE

Working independently, the database research and maintenance clerk 4 is responsible for the accurate and timely coding, input, and verification of charitable gifts, grants, and pledges to the Case Western Reserve University alumni/development database system. This position is also responsible for the entry and maintenance of all biographical records including alumni, friends, corporations, foundations and others in the database system. The incumbent will be expected to apply the policies, principals, and fundamentals of the University Relations and Development division to the process of entering and maintaining its system for tracking charitable donations.

ESSENTIAL FUNCTIONS

1. Using guidelines, policies, and procedures established by the Office of Advancement Services, process charitable donations received by the university. If donor designation is unclear, research the donation using available resources and/or advice of the proper development officers for accurate coding and entry. Code gift and pledge entries using established guidelines for campaign tracking, solicitation tracking, acknowledgment tracking, appeal tracking, program and purpose tracking, etc. (40%)
2. Research, maintain, and update the Alumni Development database for all biographical records stored in the Advance system. Review and research changes and corrections received by the Advancement Services Office in many forms from many sources. Enter new data, modifications, and changes into the Advance system. Interpret and apply biographical policies and procedures when maintaining data in the Advance system. Review additions/changes for accuracy prior to database update. Assist associate director with reporting as necessary. Devise procedures and make recommendations for the processing involved in maintaining complex record-keeping and or filing systems. (20%)
3. Participate in handling special procedures: degree verification: when any question arises regarding the accuracy of degrees awarded by Case Western Reserve University, review commencement materials housed in Advancement Services or contact the University Registrar's Office by phone or in person. Graduates: using commencement programs and school lists, verify all new graduates once they are added electronically to the Alumni Development database. Lost: for an individual whose mail is returned with no forwarding address, institute and carry out a search for information from among all possible sources including use of the resources available via the World Wide Web. Deceased: research and verify the demise of individuals using resources such as the World Wide Web, and complete the process for deceasing entities in the Advance system. Tracers: complete and send tracers on alumni for whom information is missing or to verify new addresses. Process returned alumni surveys through the database. Research and verify information to insure accurate additions and modifications to the database. Perform routine research using standard reference materials and the World Wide Web to obtain data, verify data, and collect related data for database input. Verify data that is data loaded into the Advance system from third party vendors and other sources such as NCOA data, data from the student calling system, HEP data, alumni surveys, etc. Work with department managers in identifying needs as they relate to attaining reports and information needed by management. (20%)

NONESSENTIAL FUNCTIONS

1. Process matching gift forms and claims as they are received from the donor. As matching gift forms are received, verify business data and employment data and enter or correct as necessary in the Advance system. Fill out the matching gift form and submit to the associate director of advancement services for signature. Maintain files of matching gift forms for those gifts for which application has been made. Process gifts against outstanding matching claims as procedures dictate. (5%)
2. Process credit card transactions using the appropriate credit card online processing system. (5%)
3. Process electronic funds transfer donations and payroll deduction transactions using procedures established by the Office of Advancement Services. (5%)
4. Perform all standard balancing and verification procedures for all cash and checks received. Balance and verify non-cash donations following standard procedures. Prepare checks received for bank deposit on daily basis. (5%)
5. Perform other duties and responsibilities as assigned. (<1%)

CONTACTS

Department: Contact with all Advancement Services and University Relations and Development staff on as required to perform essential functions.

University: Periodic contact with the Controller's Office, Grants Accounting, Research Administration, and occasional contact with University Relations staff as required to perform essential functions.

External: Periodic contact with donors as required to perform essential functions.

Students: Contact with seasonal student employees within the department as required to perform essential functions.

SUPERVISORY RESPONSIBILITY

No direct supervisory responsibility.

QUALIFICATIONS

Experience: 4 or more years professional work experience required.

Education: High school education required; Bachelor's degree preferred.

REQUIRED SKILLS

1. Although Ellucian Advance system training will be provided by the University, keyboard skills and experience in a Windows operating environment is mandatory. Computer proficiency including Microsoft Office (specifically Excel) and the ability to learn new programs.
2. Prior experience in computerized records management is mandatory. Preference is given to database management in a non-profit fund-raising environment.
3. Working knowledge of standard research references, including the World Wide Web, is preferred.
4. Must be able to work well with people and be a team player. Must be highly motivated and a self-starter, able to work with minimal supervision.
5. Ability to judge quality of information received and to act on own judgment.
6. Ability to maintain logical and meticulous attention to detail at all times under all conditions. Love of detail work is mandatory.
7. Strong proof-reading skills are mandatory.
8. Ability to communicate well with university staff members on all levels is mandatory.
9. Must understand and adhere to confidentiality.
10. Must possess a high level of discretion, maturity, and motivation.
11. Must be able to set priorities, exercise initiative and work effectively without close supervision.
12. Absolute accuracy in typing and spelling is mandatory. Ability to type quickly and accurately.
13. Ability to interact with colleagues, supervisors, and customers face to face.
14. Ability to meet consistent attendance.

WORKING CONDITIONS

General office working environment. This position is eligible for the staff hybrid work program.

This position is eligible for hybrid work arrangement up to two remote days per week at the discretion of the department. New employees may begin a hybrid schedule upon approval from the supervisor, successful completion of an orientation period and signing the remote work checklist certification form.

In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity. Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.

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Case Western Reserve University provides reasonable accommodations to applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Equity at to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.

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