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

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 again