Director of Enterprise Records

Unity Environmental University; New Gloucester (ME); On-site; USD 65,000 - 75,000; Full time

Job summary

Unity Environmental University seeks a Director of Enterprise Records to oversee all institutional record flows, switchboard, mailroom, and backend data processing for students, donors, and enterprise partners. You will steward data quality, compliance, and timely services across SEBUs, central units, and enrollment.

The role requires 5+ years in data-driven operations with supervisory experience, a Bachelor’s degree, and strong skills in data systems and budgets.

Qualifications

• Bachelor’s degree or higher.
• 5+ years in data-driven service operations with 3+ years in supervision.
• Proficiency in complex administrative data systems and MS Office.
• Experience managing budgets and developing operating policies.
• Ability to thrive in a changing environment and lead change.

Responsibilities

• Oversee Enterprise Records, safeguarding data integrity and compliance.
• Supervise a Records team, assign workloads and monitor performance.
• Coordinate data entry, transcripts, mailroom, and communications routing.
• Maintain Enterprise Records Catalog and standard operating procedures.
• Lead process optimization to reduce friction and improve efficiency.
• Ensure FERPA compliance and secure handling of donor and student data.

Skills

Data-driven operations

Budget management

Strong communication

Project coordination

Matrix organization

Education

Bachelor’s degree or higher

Tools

Outlook

Word

Excel

Job description

Job Details

Job Location: Pineland Campus - New Gloucester, ME 04260,

Education Level: 4 Year Degree,

Salary Range: $65,000.00 - $75,000.00 Salary/year,

Job Category: Enterprise, At

Description

At Unity Environmental University, we value differentperspectives, champion innovation, and create an environment whereboth employees and learners can excel. We are committed tofostering a workplace where talent and dedication drivesuccess.

JOB OVERVIEW

The Director of Enterprise Records serves as the operationalbackbone of Unity Environmental University’s information ecosystem,overseeing all institutional record flows including inbound andoutbound communications, switchboard operations, mailroomlogistics, and backend data processing for students, donors,prospects, and enterprise partners. This position stewards thesystems, processes, and people responsible for maintainingaccurate, compliant, and high-integrity records that supportenrollment, advancement, and student services, and institutionalrequests as needed.

Acting as the central hub for enterprise record operations, theDirector ensures that data entering the University’s systems isaccurate, timely, standardized, and aligned with institutionalpolicy. This includes supervising enterprise-wide data entry, listmanagement, document workflows, communications routing, andoperational fulfillment functions. The Director maintains theEnterprise Records Catalog, ensures timely execution of servicesfor SEBUs and centralized units, and leads process optimizationefforts that reduce friction, increase efficiency, and safeguardinstitutional data quality.

This role is essential to Unity’s ability to operate at scale,supporting the institution’s evolving structure, growth inenrollment, and commitment to technology-enabled operations.

POSITION SPECIFIC RESPONSIBILITIES AND EXPECTATIONS

Enterprise Communications Infrastructure

• Lead and supervise the Enterprise Records team, includingswitchboard, mailroom operations, transcript evaluation, and dataprocessing, and communication flows.
• Assign workloads, monitor performance, set coverage schedules,and ensure consistent service standards across all operationalchannels.
• Build a high-functioning unit that can flexibly supportmultiple SEBUs and centralized functions with speed, accuracy, andclarity.
• Oversee switchboard operations, ensuring accurate routing,documentation, consistent scripting, and high-quality constituentexperience.
• Maintain and update the enterprise phone tree, ensuringalignment with unit changes, emergency protocols, and institutionalpriorities.
• Support centralized communication flows by ensuring outboundlists, routing, titles, and records are accurate andcompliant.

Mailroom & Fulfillment Services

• Oversee mailroom operations, including inbound/outbound mail,package handling, scanning, distribution, storage, and workflowrouting.
• Ensure timely processing of physical documents (transcripts,checks, donor gifts, enrollment forms, audits, state/federalcorrespondence, etc.).
• Create documented standards for turnaround times, chain ofcustody, and communication with SEBUs and the Enterprise.

Backend Data Processing & Communication Controls

• Supervise all backend data entry tasks, ensuring accuracy ofconstituency group in the records.
• Oversee updates to constituent records in Salesforce.
• Ensure data timeliness, accuracy, and alignment withinstitutional best practices and compliance requirements.
• Conduct regular audits and exception reports to identify andcorrect record discrepancies.
• Oversee the transcript evaluation process for all incominglearners, ensuring timely and accurate assessment of transfer,military, experiential, and nontraditional credits.
• Conduct regular quality checks and audits of evaluations toensure compliance with accreditation and institutional creditpolicies.
• Manage the University’s print shop operations, ensuringefficient in-house production of print materials and seamlesscoordination with external print vendors to support SEBU andcentralized unit needs.
• Ensure evaluations are entered accurately into systems forstudent and staff visibility. Develop and refine processes toimprove evaluation timelines, automation opportunities, and serviceconsistency across SEBUs.
• Own the training, governance, and secure usage of AccountEngagement recipient lists in Stratus.
• Ensure that all outbound communications use accurate segmentsand comply with institutional policy, FERPA, and relevantregulations.
• Conduct quarterly audits on list accuracy, suppression logic,and quality standards.
• Create standardized list rules and documentation for SEBUs andthe Enterprise units.
• Maintain and enhance the Enterprise Records Catalog, includingdescriptions of services, workflows, and dependencies.
• Ensure that expectations are met, exceptions documented, andbottlenecks proactively communicated.

Cross-Functional Collaboration & Service Support

• Serve as a backend support partner to SEBUs and theEnterprise
• Ensure timely processing of requests such as:
  • Prospect & Inquiry uploads
  • Contact detail corrections
  • Enrollment verifications
  • Transcript fulfillment routing
  • Constituencies correspondence lists
  • Large scale data clean ups
  • Compliance-mandated updates
• Work closely across all functional areas to improve datapipelines, error handling, and process automation.

Process Optimization, Documentation & Efficiency

• Develop, document, and refine business processes governing:
  • Data entry
  • Transcript evaluations
  • Communications flows
  • Mailroom and switchboard operations
  • Address management
  • Document workflows
  • Compliance-driven recordkeeping
• Identify opportunities for automation and improved integrationacross systems.
• Ensure all processes are documented, current, and optimized forscale.
• Conduct scheduled audits of record updates, address changes,list usage, and data flows.
• Maintain compliance with FERPA, communication regulations,donor record policies, and institutional confidentialityprotocols.
• Serve as a key contributor for accreditation, reporting,institutional evaluations, and compliance documentation.

Build a culture of accuracy, transparency, responsiveness, andcross-unit support.

UNITY ENVIRONMENTAL UNIVERSITY INSTITUTIONAL RESPONSIBILITIES:

• Stay open to counterintuitive ideas and direct feedback. Unityemployees are expected to think creatively and remain open toapproaches that challenge initial instincts or traditional methods.Taking direction, seeking clarity, and executing with precision arecritical to moving innovative work forward.
• Work confidently with AI, digital tools, and emerging systems.As a technology-enabled institution, Unity expects all employees toadopt a growth mindset around digital tools. This includes using AIsystems to enhance productivity and decision-making, as well aslearning new platforms and processes with curiosity andaccountability.
• Deliver results in a fast-paced, evolving environment. Agility,resilience, and follow-through are essential. Employees must remainfocused on outcomes even as priorities shift, iterating quickly andadjusting to change without losing momentum.
• Communicate with clarity and consistency. Strong written andverbal communication, including the ability and willingness toengage professionally by phone, video, and digital channels isessential. Employees must document decisions, convey keyinformation clearly, and support alignment across teams.
• Model integrity and professionalism in all aspects of work.Every employee is responsible for upholding high ethical standards,demonstrating sound judgment, and maintaining an ownership mindsetwhen it comes to their role and results.
• Own the accuracy of your work. While Unity equips employeeswith advanced systems and AI-enhanced tools, the responsibility forquality, precision, and correctness rests with the individual.Attention to detail and proactive error-checking arenon-negotiable.
• Demonstrate a commitment to sustainability in all aspects ofwork. This includes responsible stewardship of resources, strategicdecision-making, and ensuring long-term institutional impact.
• At Unity, we encourage input, feedback, and collaboration fromall employees, your perspective matters. However, once a decisionhas been made, employees are expected to act as an extension oftheir supervisor’s bandwidth, carrying out directives with clarity,consistency, and precision. We do not operate in independent silos;instead, we emphasize cross-functional collaboration and sharedaccountability.
• Perform other duties as assigned.

Qualifications

REQUIRED QUALIFICATIONS

To be successful in this position you must be able to execute eachof the position specific responsibilities while meeting theposition expectations.

Additionally, the position specific education, skills andcompetencies listed below are representative of the knowledge,skill, and/or ability needed. Reasonable accommodations may be madeupon approval by the supervisor and Human Resources, to enableindividuals with disabilities to perform the essentialfunctions.

POSITION SPECIFIC EDUCATION, SKILLS AND COMPENTCIES:

Required:

• Bachelor’s degree or higher.
• 5+ years in data-driven service operations, ideally inenrollment, client management, or a similar field, with 3+ years ina supervisory or management role over diverse teams.
• Proficiency in complex administrative data systems, datamanagement, quality assurance, and standard office software(Outlook, Word, Excel, etc.).
• Strong organizational, management, and project planning skills;attention to detail; ability to maintain accurate files andrecords.
• Experience managing budgets, as well as developing andimplementing operating policies and procedures.
• Ability to thrive in a continually changing environment,proactively determine best practices, and drive change.
• Competence in interpreting complex data with sensitivity toissues of recruitment and retention for a diverse audience.
• Strong communication skills, discretion, and commitment toconfidentiality.
• Personal dedication to the environmental mission and values ofthe institution.
• Willingness to work flexible hours to support an outboundcenter with extended operating hours.
• Ability to operate effectively within a matrix structure,maintaining professionalism and collaborative relationships.

WORK SCHEDULE / AVAILABILITY REQUIREMENTS

Work hours are specific to the requirements of this position andcan include days, evenings, and weekends. Working extended hoursrequired as needed. Must be flexible and cooperative in fulfillingresponsibilities and meeting the Institution’s needs. AlthoughUnity Environmental University employees are generally scheduled towork at their specifically assigned locations, there are times whentravel is necessary and employees are required from time to time toattend events, meetings or work temporary assignment at any UnityEnvironmental University location.

PHYSICAL DEMANDS

While performing the duties of this job, it is regularly requiredto sit and talk or hear. The employee is occasionally required tostand or walk. The employee must occasionally lift and/or move upto 25 lbs. Specific vision abilities required by this job includeclose vision, distance vision, peripheral vision, depth perception,and the ability to adjust focus. The use of either hand forrepetitive movements such as grasping, grasping and turning, andfine manipulation is required as is the ability to use thetelephone for internal and external communications.

ENVIRONMENTAL CONDITIONS

Work is performed mostly in an office setting. The noise level inthe work environment is normally moderate. Exposure to changes oftemperature or humidity 1-33% of the time.

POSITIONS AT UNITY ENVIRONMENTAL UNIVERSITY ARE DEPENDENT ONTAINABILITY AND AN ESTABLISHED VIABILITY MATRIX. THE VIABILITYMATRIX FOR THIS POSITION IS:

• The Institution reaches $150M annual operating budget with anet positive revenue margin between 20-30%
• Unity Environmental University realizes the Enterprise Model bybecoming and remaining a matrix organization with multipleindependent Sustainable Education Business Units (SEBUs).
• The Institution continues to operate under the Enterprise Modelwith at least two credit-bearing SEBUs, requiring centralized andinsourced coordination of communications, records, fulfillment, anddata services.
• Enterprise Records maintains a minimum 95% accuracy rate forall data entry, updates, imports, list pulls, address changes, andconstituent record modifications as validated through routineaudits.
• Enterprise records maintains 24-hour turnaround foraccurate mass email recipient lists, segmented communications, anddistribution lists.
• Enterprise records maintains a 24-hour turnaround forstandard in-house print jobs (letters, mailings, forms,packets).
• The switchboard is covered with all callers reaching a teammember during core business hours.
• Enthusiastic support and willingness to work within theEnterprise Model