Assistant Director, Prospect Development

Santa Cruz
Apr 05, 2021
Employment Type
Full Time
Institution Type
Four-Year Institution

Assistant Director, Prospect Development

Location: Scotts Valley
Job ID: 16770

Initial Review Date (IRD)
UC Santa Cruz staff jobs are posted until filled. Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. NOTE: Materials submitted after the IRD will be forwarded only at the request of the hiring unit. Submit your materials before the IRD to ensure consideration by the hiring unit. 

The Initial Review Date (IRD) for this job is: 04-15-2021

Dept Marketing Statement
University Relations supports the teaching, research, and public service of UC Santa Cruz by making and keeping deep, heartfelt connections. Building enduring relationships among students, alumni, faculty, donors, and others is the lifeblood of our work and helps to make UC Santa Cruz a thriving community of knowledge, inquiry, public service, and social mobility. 

We are a welcoming group of ambitious and creative professionals pursuing our mission in support of the university's overarching purpose. We take our work seriously because we care - but we don't take ourselves too seriously! The University Relations culture is lively and dynamic; we value collaboration; and our staff is resourceful, enthusiastic, and hard-working. 

The division is a fun, friendly, and open place, and our colleagues are supportive of and positive about each other's goals and aspirations. We often jump in to help where needed, rolling up our sleeves to get the job done. We dare to approach challenges as opportunities. We seek creative ways to overcome obstacles, at times with limited resources, while keeping our eye on the objective: helping students achieve their goals, providing crucial public service, and advancing life-changing research and discovery.

We hope you are inspired by what we do and are excited to contribute to our mission. We are looking for candidates who do great work, and we hope they come from a number of different backgrounds and experiences. We aspire to build an increasingly diverse, equitable, and inclusive workplace. We encourage you to apply even if you do not believe you meet every qualification for the position but possess transferable skills and experiences.

Job Overview

The assistant director of prospect development (PD) works under the director of PD as a senior member of the comprehensive PD program for University Relations whose work is comprised of three key areas: portfolio management, prospect research, and data analysis. The assistant director works by partnering with the development teams to provide prospect identification and research services throughout the fundraising cycle, and additionally, the assistant director assigns prospects to gift officers by interest and affinity, manages movement through the pipeline, and assists gift officers in planning strategies and priorities. This position provides mentorship to the rest of the PD team, providing guidance and support through their more advanced knowledge of industry standards and skillsets. The assistant director will work closely with the director of PD to coordinate research efforts and ensure deliverables meet the needs of development officers and the greater University Relations (UR) team.

Responsibilities include working on all activities associated with moving prospects along the giving continuum and helping for UR's success. The incumbent's day-to-day work is comprised of proactive and reactive prospect research, prospect management, working with the director in setting priorities and mentoring the PD staff, and working with them to implement procedures and policies. The unit also analyzes, evaluates, and disseminates information that is critical to securing major gifts, which is accomplished through working with an assigned portfolio of clients on the development side as well as managing various UR development meetings and working with the UR reporting systems. This role will also have a hand in working on the systems to guide the PD teams' internal career development and external training to the greater UR team.

The ideal candidate is a mid-level PD professional who is ready to gain experience with more advanced responsibilities and who enjoys working on a smaller team. The candidate would be a curious, detail-oriented individual with analytical skills who enjoys the hunt of research responsibilities. They should also be comfortable working in databases and manipulating data through reporting and visualization as well as systems to ensure data integrity.  The candidate will need to work one-on-one with UR colleagues and working and managing meetings in a team environment. The candidate also enjoys working with data, and the ability to manipulate and present the data in an organized manner. Also, have the ability and want help, mentor, and teach those on the PD team and UR colleagues, no matter their position.

Pay, Benefits, & Work Schedule
Salary Information: $75,000/annually. Salary commensurate with qualifications and experience.

No. of Positions: 1

Benefits Level Eligibility: This position is eligible for Full benefits

Schedule Information:
Full-time, Fixed
Percentage of Time: 100%
Average Hours Per Week: 40
Days of the Week: Mon-Fri
Shift Includes: Day

Employee Classification: This is a Career appointment

Job End Date: None

Work Location: Scotts Valley

Union Representation: None

Job Code Classification: 007547 (FUNDRAISER 3)

Job Duties
50% - Research and Prospect Management:

Works by partnering with the University Relations development staff to provide prospect identification, research, and prospect management client services throughout the fundraising cycle.
  • Identify, evaluate, and recommend current and potential major gift prospects and assess their ability to financially support the University and achieve the fundraising goals of UC Santa Cruz. 
  • Provide the research and analysis utilizing an expansive set of resources to provide highly customized high-level background research, financial and demographic analysis, and capacity evaluations. 
  • Synthesizes complex biographical, philanthropic, professional, and financial information of donors and prospects as well as harnessing data in the CRM regarding affinity and inclination, and creates written narratives that are accurate, complete, and actionable. The written work is produced from a menu of products, including but not limited to profiles, rating validations, and relationship mapping, and will be used to support the development officer's qualification, cultivation, and solicitation of individuals as well as assist in the engagement of organizations and foundations.
  • Perform quantitative analysis to determine capacity ratings based on public information to qualify the ability for the individuals to be major gift prospects.
  • Provide research support for an assigned portfolio of major gift development offices, in which the assistant director will serve in a consultative manner on matters pertaining to their portfolios, including portfolio composition and strategy. The support will be achieved through regularly held meetings.
  • Manage clients' portfolio move management needs, which include the pipeline process, assignment of prospects, and monitoring prospect portfolios. Track and report on progress via established metrics to management. Maintain a global view of all prospects in portfolios.
  • Serve as the lead on special projects and initiatives regarding those assigned client areas of work. 
  • Consults/coordinates with the director regarding special projects and other client research needs that fall outside the scope of defined research services.
  • Conduct proactive work to identify new prospects for major gift portfolios.

35% - Systems and Analysis:

Assist the director of PD with the analysis of fundraising data and with the development and enhancement of systems and reporting to make the information available both internally and externally, as well as have a hand in the design and implementation of department proactive identification program, and working with acquired vendor data.
  • In collaboration with the UR Information Systems unit, assist the director of PD with their design and development in the tools necessary to maintain an informative prospect management system and prospect research data. Work with the director of PD and URIS to develop new reports/ dashboards, as required in support of prospect management and research functions.  
  • Recommend, develop, maintain, analyze, and distribute reports and dashboards that can be used by management and the individual development officers to track the progress of the prospect pipeline. 
  • Strive to maintain the integrity of prospect data and work with the director to develop new processes to keep PD data clean in the CRMs
  • Coordinate proactive research projects, including vendor screening data and data mining of the CRM.
  • Consult and lead PD data projects in Banner and FPM, from either internal data and acquired vendor data.

10% - Policies, Procedures, and Training:

Enhance the understanding of PD duties to the development staff through effective communication and training.
  • Collaborate with the director of PD and with the rest of the PD team on procedural documentation, including implementing procedures, managing the PD written policies and procedures, ensuring their distribution and availability on the UR Portal (intranet), maintaining the research request log, coordinating proactive research, and making the research process increasingly effective by meeting the needs of the users.
  • Consolation and collaboration with the UR Information Systems (URIS) unit in regards to PD and development processes that flow through the CRMs and data warehouse.
  • Stay up-to-date on industry trends through regular education and professional development. Represent the department in various internal and external functions, such as local and national level conferences, as appropriate
  • Work with the director to ensure policies and protocols are in place, adhering to all legal privacy requirements and ethical standards upheld by regulatory bodies and professional organizations.
  • Collaborate with the director with the building out departmental training, both internal training and training for our clients.
  • Serve as a key resource to development staff for pipeline management-related questions.

5% - PD Mentorship:

Works with the director of PD to serve as a team leader to the other two PD team members, ensuring their work is accurate and value-added and advise on best practices in working with leadership, development officers, and other UCSC colleagues, within UR and outside units. 
  • Assist to maintain staff expertise on research techniques and resources by attending conferences and participating in professional societies.
  • Working with the rest of the PD team, assesses prospect research technology tools, and identifies new tools, that will further the work of the PD staff in a cost-effective and efficient manner.
  • Monitors and anticipates workflow and develops strategies in consultation with the director to overcome service delivery challenges.

Required Qualifications
  • Bachelor's degree in related area and / or equivalent experience / training.
  • At least five years in research, research-related, and/or development environment is required, with advanced proficiency in locating and synthesizing material from multiple sources, as well as the ability to interpret, analyze and summarize complex biographical, business, and financial data.
  • Strong research and problem-solving skills a must.
  • Thorough understanding of and experience in major gift prospect identification and moves management/prospect management within a development or related setting.  
  • Computer proficiency in word processing, spreadsheet, and database applications, electronic mail, and Internet searches, with the ability and willingness to learn new systems and software programs, is essential. Intermediate to advanced Excel abilities.
  • Experience with information resources and publications is required, including fundraising databases (ADFS Banner, a plus), online services (Lexis-Nexis desired), and wealth screening vendors (Donorsearch), as well as an understanding of database overlays (FPM a plus).
  • Strong team player with the ability and want to help train and mentor others.
  • Exceptional communication skills (both written and oral) to effectively convey information to individuals at various organizational levels, both internally and externally.
  • Ability to maintain a positive, customer service-oriented outlook. Experience in working development professional in a one-on-one manner. As well as working on and running cross-departmental meetings and committees, a plus.
  • Meticulous attention to detail combined with the ability to conceptualize a broad overview of organizational and unit needs.
  • A well-developed sense of curiosity, ingenuity, perseverance, and good judgment.
  • Well-versed in quality data collection to ensure adequacy, accuracy, and legitimacy of data.
  • Complete respect for confidentiality and the ability to strictly follow data privacy and security procedures for data handling and analysis to ensure adherence to legal and institutional standards to maintain the security of university funds and records.
  • Advanced knowledge of the principles and practices of philanthropy and in particular ethics and best practices espoused by APRA (Association of Professional Researchers for Advancement).
  • Well-versed in quality data collection to ensure adequacy, accuracy, and legitimacy of data.

View full job description and access on-line application:

To ensure review of application materials by the hiring unit, they must be submitted on or before the initial review date (IRD) via the Staff Employment Opportunities web site; A computer is available at the UC Santa Cruz Staff Human Resources Office located at Scotts Valley Center. The Scotts Valley Center is located at 100 Enterprise Way, Suite E100, Scotts Valley, CA 95066. To learn more or to request disability accommodations, call 831-459-2009. Hearing impaired are encouraged to use the California Relay Service at 800-735-2922. UC Santa Cruz is an Equal Opportunity Employer.

The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.

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