Assistant Director of Prospect Management

Case Western Reserve University; Cleveland (OH); Hybrid; USD 90,000 - 130,000; Full time

Job summary

Case Western Reserve University seeks an Assistant Director of Prospect Management to oversee prospect and proposal pipelines, move management, and reporting. This role ensures data integrity in Ellucian Advance and collaborates with university divisions to sustain viable prospect flow for fundraising campaigns.

The position reports to the Director of Prospect Management and requires strategic leadership, relationship-building with high-level university stakeholders, and a strong emphasis on

Qualifications

• Experience: 5 or more years in prospect management.
• Education: Bachelor's degree required; Master's degree preferred.

Responsibilities

• Lead regular prospect review meetings and generate reports to track donor activity.
• Assess portfolio health and expand prospect pools across constituencies.
• Utilize wealth screenings, predictive modeling, and data sources to assess donor capacity and inform strategies.

Skills

Interpersonal skills

Verbal & written communication

Organization & time management

Confidentiality

Report writing

Excel proficiency

Ellucian Advance familiarity

Education

Bachelor's degree

Master's degree preferred

Tools

Ellucian Advance

Microsoft Excel

Database software

Job description

The assistant director of prospect management facilitates prospect activities including directing the activities responsible for prospect management, moves management and proposal pipeline maintenance and management. The assistant director will be responsible for maintaining standards for information storage regarding these areas. The incumbent is responsible for implementing and managing the model and policy for prospect management where prospect identification, tracking and moves management are closely related with proposal production and, ultimately, dollars raised. The assistant director will also be responsible for supervising the maintenance of current and accurate information in the Ellucian Advance prospect management system. The assistant director is responsible for creating and distributing prospect and proposal reports to all relevant development staff in a timely manner. The position is an integral part of the leadership of the Advancement Services unit and is responsible for working with the various fundraisers in the University Relations and Development division to provide a consistent flow of viable prospects in support of Case Western Reserve University (CWRU) fundraising efforts. The assistant director will work strategically and synergistically with the staff in the Advancement Services department, and with central development and unit-based development personnel to accomplish the goals of the position. The assistant director reports directly to the director of prospect management and works with the chief development officer, and their supporting fundraising professionals and staff at the university's various divisions, in the development and implementation of prospect management activities in accordance with the university's current and future strategic initiatives, including campaign planning and strategy. This position involves regular and extensive interaction with the highest levels of university leadership, including university administration, trustees, deans, faculty, staff, students, and alumni of CWRU.

ESSENTIAL FUNCTIONS

• Lead regular prospect review meetings with the university's various divisions and central development officers for the purposes of maintaining accurate prospect and proposal pipeline reports as well as identify new prospects and areas of prospect research that may be needed. Provide strategy consultations regarding identification of new prospects, cultivation of existing prospects and solicitation. Generate and distribute regular action reports to track donor activity under portfolio management. (45%)
• Proactively assess health of existing portfolios as well as philanthropic strength of newly-identified prospects to help expand, strengthen, and organize the prospect pools for various constituencies (alumni, parents, friends, corporations, and foundations, etc.). (20%)
• Utilize tools such as wealth screenings, predictive modeling, information services and other data sources to assess donors¿ gift capacity, interests, inclination, and willingness to give. Assist in the ongoing discovery and cultivation of new prospects and integrate such information into prospecting and donor strategies. Identify external tools and resources to facilitate work. Stay abreast of new information sources and technology applicable for use by the department, and the current trends in prospect management methods. (15%)

NONESSENTIAL FUNCTIONS

• Provide special input to staff responsible for presidential or management center travel/solicitations as needed. (5%)
• Supervise the maintenance of the recording of up-to-date notes, next steps and lists relating to prospects for the purposes of all relevant prospect meetings. (4%)
• Produce pipeline reports of proposals staged by school/unit and distribute to the appropriate personnel. Identify portfolio and pipeline quality and communicate findings to the director of prospect management for review. Report various metrics to leadership. (2%)
• Provide input in computer system migration, conversion and updates regarding prospect management functionality. (2%)
• Train new development staff in prospect management procedures, policies and services; how to strategize with the university's development officers using prospect management to maximize the development officers¿ cultivation and solicitation of potential donors. Provide expert input regarding training manuals as it relates to the prospect management. (2%)
• Ensure compliance with university, and APRA ethics policies regarding confidentiality and appropriateness of data. (2%)
• Perform special projects for the director of prospect management and the senior director of prospect development as the needs and priorities of the university's development function evolve. (2%)
• Serve as a representative of the university at professional prospect management conferences at a state and national level. (1%)
• Perform other duties as assigned. (<1%)

CONTACTS

Department: Interact extensively with university development officers, including the chief development officers of the various schools, fundraising leadership, and senior vice president of university relations and development as required to perform essential functions.

University: Contact with the deans of the schools and colleges as required to perform essential functions.

External: Contact with vendors on specific projects on behalf of prospect management, as required to perform essential functions.

Students: Interact with and train graduate, undergraduate and professional students working on prospect management projects as required to perform essential functions.

QUALIFICATIONS

Experience: 5 or more years of professional experience, preferably in prospect management. Preference given to those with specific experience in prospect management.

Education: Bachelor's degree required; Master's degree preferred.

REQUIRED SKILLS

• Excellent interpersonal skills, including demonstrated ability to interact effectively with senior-level professionals within the university as well as external constituencies including professional organizations, computer systems professionals, and vendors. Must be able to work both independently and collaboratively with colleagues. Ability to interact with colleagues, supervisors, and customers face to face.
• Ability to communicate well, both verbally and in writing, with outside contacts to obtain information and explain policies and procedures regarding matters of a sensitive and confidential nature.
• Must possess strong organizational and time management skills.
• High degree of energy, creativity, flexibility, and exceptional organizational skills, including the ability to manage multiple projects and constantly shifting priorities.
• Demonstrated writing, interviewing and library skills.
• Must be proficient in database management and manipulation; possess strong interpersonal skills to motivate appropriate use of prospect management system by peers and superiors.
• Experience working with a prospect management or moves management program.
• Knowledge of computer systems needed to maximize the value of information systems developed and used by the institution in achieving its fund-raising goals.
• Computer proficiency (including Microsoft Office) and the ability to learn new programs. Expert proficiency in Microsoft applications is essential, especially Excel; along with internet knowledge and internet searches, prior exposure to web-based database applications.
• Experience with on-line databases, personal computers, and information management.
• Highly refined and urgent sense of confidentiality and discretion as this position has access to extremely personal financial information.
• Ability to write reports, business correspondence and procedure manuals.
• Familiarity with Ellucian Advance highly desirable.
• Appropriate virtual meeting skills and ability to use virtual meeting software, such as Zoom.
• Ability to meet consistent attendance.
• Ability to demonstrate 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.
• Willingness to learn and work with artificial intelligence (AI) tools and technologies.

WORKING CONDITIONS

General office environment. Travel to meetings in various buildings on campus on a near-daily basis.

This position is eligible for hybrid work arrangement up to two remote days per week at the discretion of the department. New employees may begin a hybrid schedule upon approval from the supervisor, successful completion of an orienta tion period and signing the remote work checklist certification form.

EEO Statement

Case Western Reserve University is an equal opportunity employer. All applicants are protected under federal and state laws and university policy from discrimination based on race, color, religion, sex, sexual orientation, gender identity or expression, national or ethnic origin, protected veteran status, disability, age and genetic information.

Reasonable Accommodations

Case Western Reserve University complies with the Americans with Disabilities Act regarding reasonable accommodations for applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the CWRU Office of Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicants will be made on a case-by-case basis.