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Those are all good solutions that everyone does.
There are probably third party tools to provide that keyword matching. Or just get an intern to match up Titles to Depts and run the Segmentation.
In Marketo, the work is always somewhere. You should look at how scalable future updates are and how to reduce manual work going forward.
As for your Forms, you can either use the Segmentation or a Data Processor to take Titles. Or you can shorten the form and focus on your buckets. Keep in mind that the way you think about the world may not be how your audience thinks of themselves. Asking for Job Title may be more accurate.