Description
POSITION OBJECTIVE
Working under general direction, the corporate relations coordinator has the primary responsibility to assist the executive director, corporate engagement center in planning and implementing leadership¿s corporate relations strategy initiatives within in the department of foundation and corporate relations. This position will serve as front line contact for the corporate relations team and will function as a liaison with inter and intra-departmental and institutional units, involving a variety of interactions with a diverse group of individuals at the university. This position also involves extensive interaction and collaboration with the executive director and lead staff in planning appropriate and strategic encounters, which support the overall strategy and goals of the department. This position serves as an administrative liaison with the offices of the President, Provost, other vice presidents and deans, and represents the executive director in various means of communication with alumni, donors, trustees, friends, and other constituents. The corporate relations coordinator is responsible for managing the business activities of the corporate relations team. These activities include but are not limited to researching corporate prospects and donors, developing briefing materials and meeting presentations, establishing, and maintaining departmental shared drive and databases, facilitating proposal and grant award tracking, processing grant awards through advancement services and research administration, and other priority operations of the corporate relations team.
ESSENTIAL FUNCTIONS
Provide strategic support to the executive director and team in planning and implementing all aspects of corporate relations¿ fundraising activities and Corporate Engagement Center operations that support the overall strategy and goals of the foundation and corporate relations department and the university. Manage calendars and partner with prospect research to compile meeting briefings and assist with meeting follow up. Develop and produce meeting presentations with executive director and team. Play a critical role in overseeing all corporate meetings and site visits to ensure execution at the highest level. Plan meetings and collect, organize, prepare, and distribute agenda material. Handle all travel and meeting arrangements for the corporate relations team, including restaurant, hotel and airline reservations, and other rental reservations. (30%)
Research and identify corporate prospects, including web-based research, in consultation with the Advancement Services research team, to include extensive mining of external data and internally data via Advance and University Archives. Summarize and articulate prospect and corporate relationships, across corporations, their subsidiaries, and corporate foundations. Independently facilitate grant administration and stewardship activity across Office of Research Administration databases (Sparta, PADS), Advancement Services database (Advance), and University Archives. (30%)
Utilize data for tracking and mining corporate information and relationships, including inputting new data and extracting existing data from the Ellucian Advance database. Oversee and track corporate grant-related activity across Office of Research Administration databases (Sparta, PADS) and Advancement Services database (Ellucian Advance), including ensuring all corporate proposal submissions are appropriately facilitated through these internal systems. Work closely with office of research administration and school-based finance and research administration offices to ensure compliance with corporate and university policies. (20%)
Serve as the administrative problem-solver and administrative expert for internal and external constituencies on all matters pertaining to the corporate relations team and the department. Prioritize multiple issues and matters addressed to the department, including those of a sensitive and/or confidential nature; determine appropriate course of action, referral, and/or response in consultation with the executive director. Advise on university policies and procedures and ensure that department operations are in compliance. Process expense reports and reimbursements, requisitions, and other required financial and budgetary requests, process Pcard expenditures and transactions, reconcile the corporate relations team budget monthly, forecast future expenditures and provide departmental budget forecast recommendations. Oversee and track the purchase of office supplies, equipment, and departmental subscriptions and maintain accurate documentation for budget reconciliation. Monitor expenses generated by department meetings, site visits, travel costs, and catering. (15%)
NONESSENTIAL FUNCTIONS
Attend, and encourage others to attend, university training sessions to keep up to date with policies and procedures. Identify training and educational resources within the university and elsewhere for all departmental staff. Remain knowledgeable about the university mission, strategic plan, and funding priorities. (5%)
Perform other duties as assigned. (<1%)
CONTACTS
Department: Daily contact with faculty, senior/associate vice presidents, assistant vice presidents, executive directors, deans, and support staff as required to perform essential functions.
University: Contact with other university administrative areas and centers at all levels as required to perform essential functions.
External: Contact with all constituents including elected officials, agency and community leaders, corporate representatives, and university board members as required to perform essential functions.
Students: Supervise student interns in the office of corporate relations. Contact with students to exchange information as needed as required to perform essential functions.
SUPERVISORY RESPONSIBILITY
No direct supervisory responsibility.
QUALIFICATIONS
Experience: 5 or more years of related work experience in an academic or similarly complex setting.
Education: High school education required; Bachelor¿s degree preferred.
REQUIRED SKILLS
Excellent communication skills: Understanding written sentences and paragraphs in work-related documents. Giving full attention to what other people are saying, taking time to understand the points being made, and asking questions as appropriate. Communicating effectively in writing as appropriate and talking to others to convey information effectively.
Excellent research skills: Requires expertise in web-based research, in consultation with the Advancement Services research team, to include extensive mining of Advance data. Requires experience in summarizing and articulating prospect and corporate partnerships. Also requires corporate grant-related research externally, as well as through the Office of Research Administration databases (Sparta, PADS), Advancement Services database (Advance), and University Archives.
Excellent computer proficiency, including experience and expertise with Microsoft Office, particularly Excel, PowerPoint, and Word, as well as expertise in Adobe, Outlook, InDesign, Illustrator, and Photoshop. Ability to learn new programs.
Ability to understand corporate grant guidelines, policies, and procedures for and related to Case Western Reserve.
Knowledge of or ability to quickly acquire knowledge of proposal submission process and databases at Case Western Reserve, including through the Office of Research Administration databases (Sparta, PADS), as well as Advancement Services (Advance).
Ability to actively learn - understanding the implications of new information for both current and future problem-solving and decision-making.
Ability to anticipate needs, errors, and omissions before they occur.
Attention to quality and detail are essential; flexibility, tact, and responsiveness are required.
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.
Ability to interact with colleagues, supervisors, and prospects/donors face to face; ability to handle sensitive information is essential.
Ability to maintain consistent attendance.
WORKING CONDITIONS
General office environment. This position may require occasional and often unexpected longer than 8-hour days during the week and/or on weekends. The person in this position must have the attitude of being dedicated to his/her position and to give full attention to critical jobs until completed.
