Administrative Coordinator

North Carolina, United States
26 Oct 2018
End of advertisement period
26 Dec 2018
Contract Type
Full Time

Job Description

Occupational Summary

The Office of Prospect Management within University Development partners across the alumni and development enterprise to support the challenge of identifying and soliciting prospects for Duke’s priorities. We provide informative tools that increase transparency, activate coordination, and respond to emergent officer-identified needs to help raise more money for Duke. We work with more than 100 fundraisers in a highly complex decentralized environment to provide standardization of a donor-centric and coordinated approach to fundraising. The Assistant Director of Prospect Management is a connection builder. This position reports to the Director of Prospect Research, Management, and Analytics.

Work Performed

Prospect Management Systems

  • Develop strategies to grow the size and value of the managed prospect pool university-wide through maintenance and analysis of information including producing reports, pyramids, and gift tables and working to develop strategies and solutions that advance programs, services, and offerings.
  • Demonstrate strong proficiency in utilizing organizational knowledge and constituency data, including prospect segmentation tools, to explain and make recommendations for activity, strategy, and assignment.
  • Facilitate prospect strategymeetings providing data to influence or shape successful strategy, next steps, and outcomes. Demonstrate ability to adapt and customize prospect strategy management, tracking, and reporting for various prospect segments (annual gift prospects, major gift prospects, and principal gift prospects).

Prospect Management Relationship Management

  • Identify and build mutually respectful relationships with stakeholders that result in community standard socialization, partnership, and best outcomes.
  • Credibly lead conversations on all aspects of Prospect Management including portfolio optimization, system training, and process change management.
  • Identify community needs, appropriate measures, and implementation plans that increase fundraising success and identify opportunities for improvement. Listen, translate, and act on recommendations from leadership.
  • Identify and implement best practices for distributing information to a complex decentralized network of interested parties.
  • Lead conversations regarding size, balance, value, and yield to measure portfolio and pool performance. Assist fundraising managers with portfolio management across fundraising teams using existing resources and best practices. Plan and lead portfolio management/moves management, strategy, and optimization meetings with fundraisers.
  • Balance the needs of the organization and frontline fundraisers in schools, units, and University Development.

Prospect Management Policy

  • Facilitate and lead policy discussions with stakeholders and leadership. Promote policy adoption and utilization within fundraising. Exemplify organizational culture while advocating for policy best practices and industry standards. Credibly facilitate and guide fundraising conversations.
  • Identify opportunities for changes to organizational relationship management policy or pipeline performance metrics that support an integrated approach to prospect management.
  • Champion policies, processes, projects, and strategies that drive effective donor solicitation and relationship development.
  • Demonstrate ability to develop and execute a full project and change management plan, including milestones, timelines, responsible parties, implementation, strategies for gaining buy-in, education, and training.

Prospect Management Reporting

  • Strong ability to interpret data and draw meaningful conclusions that inform fundraising operations and shape activity expectations and outcomes at each stage.
  • Contribute to the ongoing deployment of the Tableau dashboard system including training, troubleshooting, and implementation strategies to help drive fundraising success. Work with an advanced analytics team on the business side of data visualizations for awide-range of users at all levels of the organization.
  • Identify opportunities where existing SAS, Tableau, and CRM-based reporting tools can meet ongoing business needs for fundraisers, managers, and leaders within all areas of development.
  • Cultivate relationships with peer schools to identify best in industry practices that can be applied to or enhance the fundraising progress or culture of Duke.
  • Participate in cross-departmental projects to improve understanding and strategic use of PRMA tools and development data. Review existing systems for efficiency and end-user experience.
  • Develop and implement staff training regarding Prospect Management initiatives broadly. Collaborate across PRMA to create best practices for the comprehensive monitoring and tracking of managed and engaged prospects through the solicitation cycle.


  • Work in a collaborative team environment, sharing knowledge and newly identified sources with team and leading or participating in team projects.
  • Other related duties incidental to the work described herein.


A bachelor's degree is required.     


  • A minimum of two years of experience in Prospect Management or related fundraising coordination role with a preference for institutions of higher education.
  • Excellent written and oral communication skills with the ability to synthesize and accurately present relevant information.
  • Demonstrated track record of strategic and creative approaches with frontline fundraisers, IT system administrators, and senior level management.
  • Basic proficiency with standard analytic tools including Tableau, SAS, SQL. Mastery of Microsoft Excel.
  • Prior experience with university constituent database systems preferred.
  • Ability to apply independent judgment and initiative required. Must be able to share success and integrate ideas.
  • Strong commitment to maintaining the integrity and confidentiality of development data. Interested Applicants Please submit cover letter and resume to Please put Assistant Director PRMA in the subject line.

Requisition Number




Duke Entity


Job Code


Job Family Level




Full Time / Part Time


Regular / Temporary




Minimum Qualifications

Duke University is an Affirmative Action/Equal Opportunity Employercommitted to providing employment opportunity without regard to anindividual's age, color, disability, gender, gender expression, genderidentity, genetic information, national origin, race, religion, sex,sexual orientation, or veteran status.

Duke aspires to create a community built on collaboration, innovation,creativity, and belonging. Our collective success depends on the robustexchange of ideas—an exchange that is best when the rich diversity ofour perspectives, backgrounds, and experiences flourishes. To achievethis exchange, it is essential that all members of the community feelsecure and welcome, that the contributions of all individuals arerespected, and that all voices are heard. All members of our communityhave a responsibility to uphold these values.

Essential Physical Job Functions:Certain jobs at Duke University and Duke University Health System mayinclude essential job functions that require specific physical and/ormental abilities. Additional information and provision for requests forreasonable accommodation will be provided by each hiring department.


Work requires a general business background generally equivalent to abachelor's degree in a business related field.


Work requires 2 years related business or administrative experience tobecome familiar with general personnel practices, accounting andbudgeting principles and coordination of major office activities.A master's degree in a business related field may be substituted for 2years experience.


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