Assistant Director of Prospect Management

Case Western Reserve University

A strong internal candidate has been identified.


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 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 with the associate 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. 



  • Conduct regular prospect review meeting 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. (25%)
  • Proactively assess new prospects and help expand, prioritize, and organize the prospect pools for various constituencies (alumni, parents, friends, corporations, and foundations, etc.). (15%)
  • Utilize tools such as wealth screenings, predictive modeling, information services and other data sources to assess donors’ gift capacity, interests and 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%)
  • Provide special input to staff responsible for presidential or management center travel/solicitations as needed. (15%)
  • Supervise the day-to-day operation for the prospect management related functions of the staff at specifically defined university divisions, including the establishment of goals, adherence to policy, timelines, and deadlines. (15%) 


  • 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 and distribute to the appropriate personnel.  Identify performance quality and communicate findings to the associate 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%)
  • Training new development staff in prospect management procedures 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 associate director of prospect management, the senior director of advancement services, and the executive director of advancement services 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%)


    Department:  Interact extensively with school-based development officers, including the CDOs of the various schools, associate vice president for development, and senior vice president of development and alumni relations as required to perform essential functions.

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

    External:  Contact with major donor volunteers and with vendors on specific projects on behalf of prospect management, such as Ellucian, Altrata, and Target Analytics 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.



    No direct supervisory responsibilities.



    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; prefer Master’s degree.



  • Excellent interpersonal skills, including demonstrated ability to interact effectively with senior-level professionals within the university as well as external constituencies including prospects, 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 skill to motivate appropriate use of prospect management system by peers and superiors.
  • Experience in directing 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 mainframe and 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.


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

    In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity.  Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.


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


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