| Location | Cleveland, OH |
Salary Grade
Case Western Reserve University is committed to providing a transparent estimate of the salary for this position at the time of its posting. The starting wage rate is $19.41 per hour, depending on qualifications, experience, department budgets, and industry data.
Employees receive more than just a paycheck. University employees enjoy a comprehensive benefits package that includes excellent healthcare, retirement plans, tuition assistance, paid time off, and a winter recess.
Job Description
POSITION OBJECTIVE
The coordinator of advancement records is responsible for managing the records and information retention program in support of the university¿s fundraising objectives. The incumbent will manage, control and direct all active donor and prospect records systems; record and evaluate all inactive records for control, maintenance, and disposal, or for transfer to university archives; provide expertise, guidance, and support to other functional areas that affect the records information management of University Relations and Development; direct the work of students and temporary employees who will periodically assist in the performance of these duties; and will assure compliance with the policies and procedures established for current or future document management systems supporting Ellucian CRM. This position requires a high level of discretion and sense of confidentiality as the incumbent will have access to original documents of a confidential nature such as gift agreements, estate documents, donor biographical and wealth profiles, letters from the president of the university and executive staff, donor giving records, and contact reports filed by gift officers.
ESSENTIAL FUNCTIONS
Prepare departmental objectives in accordance with long-range plans and the mission statement established by the senior vice president of university relations and development and vice president of development administration and engagement. (15%)
Oversee staff assigned to relevant current imaging project(s). Direct the work of students and temporary employees who periodically assist in the department. (15%)
Perform daily records maintenance; file incoming documents, prepare documents for transfer to University Archives after scanning into Ellucian CRM and purge duplicate or non-essential documents from the files. Perform special research projects relating to donor records, gift back up or endowment records. (12.5%)
Develop business rules and short- and long-term processes and procedures for current and future document imaging platforms. (10%)
Scan and catalog documents, such as acknowledgement letters, obituaries, presidential documents, estate documents, letters of intent, and gift agreements into Ellucian CRM, linking them to the appropriate entity. Audit the aforesaid documents for proper scanning into Ellucian Advance. (10%)
NONESSENTIAL FUNCTIONS
Coordinate staff and equipment resources to provide the most efficient means of information retrieval and usage. (5%)
Implement and ensure adherence to records and information management policies and procedures. Work with University Archives to stay current on university document retention policies. Manage records retention efforts regardless of media type. Ensure adherence to legal requirements impacting the information retained in the central files. (5%)
Direct the development of records and information management policies and procedures. Communicate long-range objectives to staff for consideration in procedure development. (5%)
Develop and administer training programs for staff, students, temporary employees, and user departments to ensure standardization of systems and their efficient and effective use. (5%)
Investigate and provide recommendations on the use of new record retention and management technologies, including cost-benefit analyses. (5%)
Continually examine current information storage and retrieval processes to identity areas for productivity and cost improvement. Implement plans to improve the efficient and effective operation of the unit with regards to document management. (5%)
Ensure that the scanning, procedures, and electronic document policies for original gift documents, such as letters of intent, gift agreements, estate documents and other document types, are being adhered to. (5%)
Remain current on changing regulations and legislation as they relate to record retention and management. (2.5%)
Perform other duties as assigned. (<1%)
CONTACTS
Department: Contact with all information services and support staff and management as required to perform essential functions.
University: Contact with senior vice president and executive staff for the University Relations and Development division; development and alumni relations officers and staff; and archives and library staff as required to perform essential functions.
External: Contact with alumni and vendors as required to perform essential functions.
Students: Contact with student workers as required to perform essential functions.
SUPERVISORY RESPONSIBILITY
Directly supervises one or more students and/or temporary employees.
QUALIFICATIONS
Experience: 5 or more years of professional work experience. Direct experience in fundraising records administration, especially as applied to higher education preferred.
Education: High school education required; Bachelors degree preferred.
REQUIRED SKILLS
Exceptional organizational skills, including a proven ability to manage multiple projects and balance constantly shifting priorities.
Demonstrated skill in analyzing situations quickly and accurately, and in devising and executing an effective course of action.
Ability to develop, implement, and evaluate steps required to correct or improve production areas as needed.
In-depth understanding of record retention laws, methods, techniques, and resources.
Well-developed written and oral communication skills.
Demonstrated ability to develop concrete plans and achieve defined goals with limited direction.
Proven skill in completing complex projects using independent judgment and ability to troubleshoot problems quickly and effectively.
Demonstrated superior customer service and quality control skills.
Verifiable ability to function independently and as both a team member and leader. Ability to interact with colleagues, supervisors, and customers face to face.
Ability to work with very little supervision.
Computer proficiency and ability to learn new programs. Experience with Microsoft Office and donor databases.
Ability to meet consistent attendance.
Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
Willingness to learn and work with artificial intelligence (AI) tools and technologies.
WORKING CONDITIONS
General office working environment. Ability to lift and carry a full file box (approximately 40 lbs.). Ability to bend and open file drawers. Travel to meetings in various buildings on campus on a regular basis.
Hybrid Eligibility
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.
EEO Statement
Case Western Reserve University is an equal opportunity employer. All applicants are protected under federal and state laws and university policy from discrimination based on race, color, religion, sex, sexual orientation, gender identity or expression, national or ethnic origin, protected veteran status, disability, age and genetic information.
Reasonable Accommodations
Case Western Reserve University complies with the Americans with Disabilities Act regarding reasonable accommodations for applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the CWRU Office of Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicants will be made on a case-by-case basis.
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