Director of Prospect Management and Research

California University of Technology
Pasadena, California,United States
06 Nov 2016
End of advertisement period
04 Dec 2016
Contract Type
Full Time

Job Summary

The purpose of Development and Institute Relations (DIR) is to foster a thriving and engaged community of support for Caltech. By connecting the people who share and support Caltech’s mission and values, we will ensure the Institute receives the necessary resources to achieve Caltech’s aspirations and sustain its excellence in teaching, research, and scholarship in perpetuity. DIR team members embrace and uphold the values of diversity, integrity, respect, focus, and pride.

The Director of Prospect Management and Research is a full-time, professional staff position reporting to the Executive Director of Talent and Prospect Management. The Director sets the strategic direction of prospect management and research functions in support of the Institute’s fundraising goals. S/he leads a team of data professionals who partner with development officers to provide strategic support, with particular focus at the $100K+ giving level. S/he oversees research and briefing standards, prospect management policy and reports, personnel administration, budget and research project development. The Director provides leadership of a team, encouraging positivity, creativity and innovation.

Job Duties


  • Mentor and employ engagement strategies to drive the productivity of the Prospect Management and Research (PMR) team, which includes (1) assistant director of prospect research, (1) assistant director of prospect management, (1) principal gifts research analyst, (3) research analysts, and (1) leadership briefing specialist
  • Establish and monitor annual team/individual work planning and budget processes to ensure DIR, Advancement Services, and Prospect Management and Research goals are in sync and achieved.
  • Allocate the personnel and financial resources of the office in a balanced effort to both expand the pool of identified/researched major prospects and to maintain accurate, up-to-date information on current prospects and past major donors.
  • Actively manager vendor relationships and contracts including negotiation, and staying abreast of the availability of new tools and resources in the field.
  • Partner with development leadership to ensure that prospect management policies, reporting and procedures are implemented in an effective manner.
  • Create supportive and targeted professional development plans for individual PMR team members, and the group as a whole, employing vendor-provided training, traditional live and virtual conferences and webinars, site visits, and other activities, including targeted in-house training by Caltech or external resources.

Program Development

  • Conduct gift pyramid and prospect pipeline analyses to assess current and future prospects needed to achieve fundraising goals.
  • Collaborate with Development leadership to track, analyze, and report on prospect management activities, determine reporting needs, and create strategies for identifying new prospects in line with departmental needs.
  • Work with development staff to identify prospect needs, identify areas of growth, and develop proposal timelines.
  • Participate in and provide strategic support to various prospect meetings, providing key reports, donor information, and strategic assessments of prospects and proposal timelines.
  • Employ effective educational opportunities to ensure that DIR staff are appropriately informed and trained on Prospect Management and Research the policies, procedures, products, and services.
  • Establish and regularly reassess standardized formats for summarizing and communicating research information in varying degrees of depth to suit a variety of cultivation stages and development purposes. Set standards of accuracy, completeness, timeliness and collaboration for all projects completed by staff, and establish processes for quality control.

Projects, Information Management, and Reporting

  • Partner with the Director of Prospect Analytics to provide Development leadership, managers, and individual fund raisers with information, analysis, and visuals regarding Development activities, forecasting, portfolio health, metrics and performance.
  • Conceive, develop, and lead projects to streamline and improve systems and processes.
  • Work as a member of the Data Governance Committee to develop data standards, protocols and policies for Development and Institute Relations.
  • Provide leadership for the processes of auditing and maintaining accuracy of the prospect tracking system.
  • Personally handle or manage research related projects that are presidential, vice presidential and trustee related, special research requests, and other research, as needed.
  • Facilitate transparency in prospect discussions across different departments within Development and Institute Relations.
  • Work with the Executive Director and other operations staff to develop and implement effective tools, including creating and designing reports, and managing information processing.
  • Other duties as assigned by the Executive Director.

Basic Qualifications

  • Hold a bachelor’s degree, with a minimum of five years in development research/prospect management, and total of at least seven years in a development operation.
  • Mastery and curiosity around research resource materials consistent with APRA’s Advanced Body of Knowledge; ability to use on-line databases creatively and effectively.
  • Ability to communicate effectively; exceptional and succinct writing/reporting skills are essential and will be tested.
  • Ability to make effective and persuasive presentations to internal and external groups and individuals.
  • Excellent interpersonal and relationship building and maintenance skills and ability to function well within multiple teams.
  • Demonstrated strength and experience in supervising staff, particularly engaged in research, technology or data delivery functions.
  • Ability to train others on simple and complex processes.
  • Ability to apply principles of logical thinking to a wide range of intellectual and practical problems while maintaining creativity in problem-solving.
  • Ability to apply an ethical code and good judgment, and to handle confidential materials and situations with sensitivity and discretion.
  • Experience with fundraising database preferred, particularly the ability to query and extract data, and to make appropriate data management recommendations.
  • Required proficiency in information management and power-user knowledge of standard Windows applications.
  • Ability to understand, unpack, and analyze complex financial situations of high-wealth/high net-worth individuals.
  • Possess strong problem solving abilities, a motivating sense of curiosity, and the savvy to exercise independent initiative as appropriate. Attention to detail is critical.
  • Demonstrate the ability to understand, practice and adhere to organizational values.
  • Demonstrated experience as a self-directed leader who can mold existing pieces and processes into a definitive integrated program
  • An understanding of the development process, particularly in higher education.

Preferred Qualifications

Supervisory position?


Posting Detail Information

Posting Open Date


Posting Close Date

Open Until Filled


EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin, disability status, protected veteran status, or any other characteristic protected by law.

Caltech is a VEVRAA Federal Contractor. For more information about “EEO is the Law” click here: EEO is the Law

Special Instructions to Applicants