Prospect Management Specialist

Position Summary

Reporting to the Director of Prospect Management, the Prospect Management Specialist will prioritize and leverage Prospect Management's resources to support the university's ongoing fundraising efforts. This individual will provide decision and process support, consult with major‑gift and annual‑gift officers, and supply training and consultation to leadership officers and development coordinators. The role will support and promote the Prospect Management program, directing strategy meetings, routine reporting on cultivation activities, and developing solicitation strategies, while maintaining monthly interactions review processes and overseeing portfolio reviews to keep fundraising activities on track.

• Builds and maintains partnerships with major gift officers and campus stakeholders to manage prospect assignments and provide insights for prospect strategy through portfolio and pipeline analyses and consultations.
• Works with staff to assess Prospect Management policies, serving as liaison to annual gift officers, leadership officers, and development coordinators.
• Maintains database hierarchy and schedules development officer consultations and other scheduling tasks for the unit.
• Develops and refines services to meet the needs of fundraising and institutional advancement staff.
• Provides analysis and interpretation of prospect and donor information and facilitates communication to appropriate stakeholders.

• Assigns prospects to development officers, approves clearance, reviews campus‑wide prospect interactions for inclusion in the database and reports, and maintains plans.
• Promotes effective prospect tracking and management across the development community by modeling best practices and overseeing related projects.
• Analyzes assignment, contact, proposal, pledge, and gift data to identify areas for program emphasis and improvement.
• Evaluates and analyzes tracking program strengths and weaknesses and develops corrective measures.
• Reviews system‑generated reports, provides recommendations for improvement.

• Monitors and guides development officers’ progress throughout the prospect fundraising cycle.
• Assesses Prospect Management policies with staff to reinforce awareness of the university’s development goals.
• Provides recommendations for prospect assignment and post‑assignment analysis.
• Responds to high‑priority requests from the Director while promoting the university’s prospect coordination policy.

• Cultivates knowledge of university priorities, programs, and fundraising techniques to identify beneficial prospects.
• Reinforces and communicates prospect guidelines, policies, and procedures to new stakeholders.
• Adheres to ethical and confidentiality guidelines of the university and the Association of Professional Researchers for Advancement (Apra).

• Provides expertise and program support to units outside the division.
• Applies cross‑training skills to support varying services and special projects.
• Assists in onboarding new unit and development staff.
• Participates in committees or teams.
• Engages in continuing professional development as requested.

• Knowledge of prospect management and tracking principles.
• Ability to keep accurate records and complete timely reports.
• Knowledge of professional fundraising ethics, processes, and policies.
• Capacity to maintain confidentiality of sensitive information.
• Strong oral and written communication skills.
• Ability to prioritize multiple projects and meet deadlines.
• Analytical skills to synthesize information and set priorities.
• Independent and team‑oriented work style.
• Excellent organizational skills and attention to detail.
• Ethical discretion regarding sensitive information.
• Database and spreadsheet management experience.
• Experience with Excel and other information management databases; adaptability to new technologies.
• Ability to prioritize duties and achieve program goals.
• Familiarity with fundraising software.
• Excellent meeting facilitation and presentation…