The primary purpose of this position is to support the efforts of Xavier University’s Division of University Relations by serving as a key player in the Prospect Management area. The Assistant Director of Prospect Management supports the implementation of prospect research, portfolio management, and data-driven strategic planning. This position collaborates with front-line fundraisers, the internal operations team, and University leadership to improve prospect identification, cultivation, and stewardship. Reporting to and working directly with the Senior Director of Prospect Management, the Assistant Director is responsible for regularly reviewing and analyzing prospect data to recommend portfolio adjustments and fundraising strategies in an effort to improve Xavier’s fundraising outcomes. Through effective record management and tracking donor engagement, the Assistant Director will help build and maintain a pipeline strategy which will increase Xavier’s number of new donors while further deepening our existing constituent relationships.

1. Donor Pipeline and Constituent Record Management: (40%)
   • Track donor journeys, verify donor information, update systems, and review prospective donor lists to continuously evaluate fundraising performance, prospect analysis and portfolio upkeep.
   • Track prospect interactions and maintain up-to-date constituent records.
   • Utilize data from a variety of sources to recommend and implement best practices in pipeline management, including but not limited to workflow process management and database upkeep.
   • Provide support to annual, major and planned giving officers by continuously improving Xavier’s prospect management system, including donor contact reports.
   • Help to move prospects through the donor cycle: Discovery, Qualification, Cultivation, Solicitation and Stewardship.
   • Optimize portfolio composition, prospect assignments, and “moves management” to improve donor engagement.
   • Demonstrate an ability to explain the rationale for record management policies and procedures.
   • Compose, edit, and proofread contact reports; maintain and organize Prospect Research files and update CRM records.
   2. Prospect Discovery: (30%)
   • Utilize CRM systems and data analytics to track donor engagement, assist with identifying new prospects, and assess fundraising trends.
   • Develop new techniques for prospect identification through new industry technologies, electronic databases, internal colleagues, and external relationships.
   • Assist the Senior Director of Prospect management with strategic business planning.
   • Collaborate with the Manager of Prospect Research to research individuals, corporations, and foundations using a wide variety of biographical, organizational and financial sources.
   • Leverage project management best practices to gather requirements, prioritize, and analyze various constituent pools.
   • Expedite research reports by anticipating research requests.
   3. Project Management: (20%)
   • Keep abreast of development in prospect management.
   • Demonstrate an understanding of development and alumni engagement initiatives.
   • Must have project management experience.
   • Facilitate special projects related to portfolio management, constituent records, and data entry policies and procedures.
   • Collaborate with team members to address challenges, monitor and share alerts, record interests, and contribute to the continuous improvement of prospect development processes, products, and resources.
   5. Foundation Relations and Planned Giving: (10%)
   • Track foundation grant proposals, applications and deliverables.
   • Help manage the processing of all paperwork necessary to claim insurance policies, annuities, and trusts.
   • Digitize and update constituent records for all existing planned gifts to the University.

EXPERIENCE AND EDUCATION:
• Bachelor’s degree in relevant field required (e.g., business, nonprofit management, data analytics)
• 3-5 years of relevant experience in project management, fundraising, or development operations

KNOWLEDGE, SKILLS AND ABILITIES
• Depth of knowledge: Firm working knowledge of concepts, practices and procedures and ability to use in varied situations.
• Intermediate communication (written and verbal) skills, analytical skills, project/process management skills, computer/technical skills, and office/administrative support skills
• Basic equipment operations skills
• Internal and external interaction/collaboration of the following:
• Exchange of routine, factual information and/or answering routine questions.
• Exchange detailed information or resolve varied problems.
• Access to and/or works with sensitive and/or confidential information.
• Identify needs/concerns of others, determine potential solutions, resolve or redirect appropriately.
• Persuade, gain cooperation and acceptance of ideas or collaborate on significant projects.
• Resolve conflict, negotiate or collaborate on major projects.
• Handle sensitive issues and facilitate collaboration at the highest level.
• Develop and maintain relationships to enhance work flow and work quality.
• Decision making: Decisions may affect a work unit or area within a department. May contribute to business and operational decisions that affect the department.
• Nature of problems: Problems are varied, requiring analysis or interpretation of the situation. Problems are solved using knowledge and skills, and general standards and past practices.
• Degree of independence of action: Results are defined and existing practices are used as guidelines to determine specific work methods and carries out work activities independently; supervisor/manager is available to resolve problems.

OTHER:
• Strong organizational skills and experience with CRM systems (e.g., Tableau, Microsoft Reporting Services, Raiser’s Edge, Salesforce, Ascend, iWave, Wealth Engine, and Lexis Nexus).
• Knowledge of fundraising strategies and donor pipeline management.
• Ability to perform other job-related duties as assigned
• Office Environment: Employees are protected from weather conditions and contaminants, but not necessarily occasional temperature changes.
• Often involves sitting, typing, listening, talking, and standing.
• Occasionally involves walking, bending, stooping, climbing stairs, kneeling, squatting, crouching, reaching, and lifting up to 30 pounds.

Required Skills

Required Experience

Bachelors with minimum 6 years experience or equivalent relevant work experience.