Associate Director, Prospect Management

Associate Director, Prospect Management

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Job Summary
Reporting to the Director, Prospect Development, the Associate Director, Prospect Management is responsible for providing operational leadership in transforming prospect data into actionable insights that drive strategy and decision-making to advance the University’s fundraising success. With a commitment to continuous improvement in intelligent prospect management practices, this role partners closely with frontline fundraisers and Advancement leadership to provide strategic prospect management support and ensure disciplined portfolio management, prospect assignment governance, and pipeline movement through a combination of data analytics, reporting, trend analysis, and continuous improvement of prospect management systems and workflows. Serving as both a strategic advisor and hands-on leader, the Associate Director leads the team’s efforts to optimize portfolios, strengthen pipeline health, and improve fundraising efficiency while collaborating across teams to contribute to a culture of trust, rigor, and shared responsibility.

The Associate Director must possess a high degree of professionalism and be able to translate data findings into clear, actionable advice, ensuring consistent business standards and effective integration of data insights into the broader fundraising operation. Success in this role depends on the ability to work with tact and diplomacy across teams to influence decision-making upward to senior leadership, laterally with peers, and downward through coaching and guidance. The Associate Director leads a team of Prospect Management Analysts and manages the day-to-day operations of the Advancement Prospect Management function by establishing priorities, assigning data requests, and ensuring alignment with the Office of Advancement Strategic Plan.

Job Description
DUTIES AND RESPONSIBILITIES:

• In consultation with the Director, Prospect Development, leads the prospect management program, managing strategic prospect assignment, portfolio composition, and prospect movement to maximize fundraising potential.
• In consultation with the Director, Prospect Development, sets prospect management priorities to support campaign goals and partners with prospect research to provide multi-faceted views on portfolios and pipelines.
• Serves as a trusted advisor and subject matter expert to frontline fundraisers and Advancement leadership, recommending prospect assignments, reassignments, and clearances based on business rules, and synthesizing prospect intelligence and portfolio data to guide decision-making and optimize fundraising portfolios.
• Advises senior Advancement leadership, including the Chief Advancement Officer, Associate-Vice-Principal (Development), and the Associate Vice-Principal (Campaign) on prospect management strategy through analysis of donor capacity, engagement, and portfolio performance.
• Supports a data-driven decision-making culture, providing university leaders with insights that inform campaign strategy, pipeline development, and fundraising opportunities, and oversees preparation of proposal, pipeline, and prospect reporting for major and principal gift donors.
• Independently identifies, devises, and implements strategic plans to advance short and long-term priorities in support of Advancement and university fundraising goals.
• Develops, implements, and maintains prospect management policies, procedures, and standards to ensure fundraising activities follow best practices.
• Leads analysis of prospect and pipeline data, assessing portfolio health, solicitation progress, and other performance metrics, and translates findings into actionable recommendations that support development leadership. Supports Information Services team in work related to campaign planning, forecasting, predictive analytics, and reporting.
• Leverages CRM data to identify trends, gaps, and opportunities, including improving forecasting through proposal accuracy and facilitating prospect stage progressions through donor life cycles.
• Documents and prioritizes data needs, identifies process gaps, and implements improvements to enhance CRM functionality, streamline prospect management workflows, reduce redundancy, and increase data quality and usability.
• Develops and manages systems and procedures to identify and evaluate potential major and principal gift donors, ensuring integration of prospect intelligence and reporting tools within the CRM.
• Trains staff on prospect management concepts, portfolio/proposal best practices, and effective use of CRM, reports, dashboards, and related tools.
• Partners with Advancement teams to ensure appropriate data access, definition, documentation, governance, and reporting, including oversight of ad hoc reporting processes to ensure information is relevant and delivered in a timely and strategic manner.
• Develops clear and measurable key performance indicators (KPIs) and goals for Prospect Management engagement strategies, in collaboration with campus partners/clients.
• Plans, prioritizes, and manages the work of employees, providing strategic and tactical advice, guidance, and coaching. Identifies the need for staff resources, participates on staffing committees, and makes effective recommendations regarding employee selection.
• Manages performance by establishing performance standards, reviewing, and evaluating performance on an ongoing basis, and conducting talent reviews and formal annual performance reviews.
• Assesses staff training and development needs and ensures that employees receive training required to improve and sustain successful performance.
• Investigates, addresses, and resolves employee/labour relations issues, including making decisions regarding disciplinary and discharge matters.
• Undertakes other duties as assigned and in support of the unit and/or department.

REQUIRED QUALIFICATIONS:

• University degree.
• Minimum five years of progressive professional or managerial experience in fundraising, prospect research, or data analytics, including strategic portfolio management and reporting, in a complex, institutionally relevant environment, preferably with experience managing or supporting major and principal gift portfolios.
• Clear understanding of and strict adherence to ethical fundraising standards and supporting legislation.
• Demonstrated expertise in prospect management, portfolio optimization, pipeline analysis, and leveraging data to drive strategic decision-making and fundraising outcomes.
• Proven ability to analyze complex datasets, interpret trends, and translate findings into actionable recommendations to inform leadership and advance fundraising strategy.
• Experience leading continuous improvement initiatives and optimizing systems and workflows to enhance operational efficiency and effectiveness.
• Proven leadership and management experience with a demonstrated ability to define and communicate strategy and tie portfolio activity and planning back to overarching goals and the “big picture,” and the proven ability to promote inclusion in the workplace and effectively recruit, supervise, organize, direct, motivate and retain talented staff to achieve objectives, and work effectively with senior leadership.
• Experience preparing briefing notes, proposals, and other fundraising materials that translate prospect intelligence and portfolio data into actionable insights for senior leadership and key constituents.
• Proven experience in strategy development and implementation, project planning, program analysis, and meeting objectives of these plans.
• Proven experience leveraging and optimizing CRM and data management systems to improve prospect tracking, portfolio management, and reporting.
• Advanced knowledge of operating systems including Office 365, database packages, reporting tools, and the ability to implement and leverage new technologies to the Office of Advancement’s advantage.
• Knowledge and understanding of the Canadian philanthropic and university environment including the challenges faced by post-secondary institutions.
• Consideration will be given to an equivalent combination of education and experience.

SPECIAL SKILLS:

• Strong alignment with Advancement values: Integrity, inclusivity, accountability, collaboration, and service.
• Demonstrated commitment to fostering a diverse and inclusive work environment where there is mutual respect.
• Ability to work effectively and collaboratively at all levels across the university, influencing outcomes, building consensus, and exercising tact, discretion, and judgment in sensitive situations.
• Ability to manage multiple projects simultaneously, prioritize high-impact initiatives, allocate resources effectively, and deliver high-quality results on time.
• Highly motivated and results-driven individual able to set high standards and well-reasoned, ambitious goals.
• Strategic and innovative thinker, able to act creatively and dynamically, place objectives in a larger organizational context, and proactively identify operational and system improvements.
• Advanced analytical, interpretive, and problem-solving skills, including the ability to compile and interpret data from a variety of sources, select appropriate methods of analysis, apply excellent business insight to think about institutional information in an interdisciplinary way, and strategically translate into comprehensive reports and workable solutions.
• Superior written, verbal and interpersonal communication skills, with the ability to translate complex prospect and portfolio data into clear, actionable insights for senior leadership, Advancement staff, and other constituents. Demonstrated professional and polished presentation style, intellectual curiosity, and ability to communicate effectively in a complex, decentralized environment.
• Impeccable attention to detail and accuracy, with an understanding of the repercussions of errors on the reputation and credibility of the university.
• Ability to identify and respond to the needs and interests of varied audiences, requiring a high level of professionalism and quick, appropriate decision-making skills.
• Adept at leveraging data and prospect intelligence to optimize portfolios, strengthen pipeline health, and support major and principal gift fundraising initiatives.

DECISION MAKING:

• Determines content of annual and multi-year plans and strategies for the Prospect Management team, ensuring activities support strategic priorities.
• Develops solutions and makes decisions on appropriate course of action on prospect management processes.
• Determines options or range of solutions to problems where no clear guidelines exist and refers complex problems to the Director or appropriate individual.
• Provides advice, support, and guidance on a wide variety of complex matters related to prospect management for the Office of Advancement. Determines relevant information to facilitate evidence-based decision-making.
• Makes decisions on technology enhancements, techniques, and internal controls required to meet the prospect, fundraising and strategic goals of the Office of Advancement.
• Determines strategic prospect/priority alignment and makes decisions with respect to prospect assignment, stage, and rating as part of the prospect clearance process. Assesses impacts of changes to develop optimal solutions to benefit the organization.
• Directs Prospect Management Analyst(s) to contact additional internal and/or external sources to gather information and determines appropriate questions to ask to obtain comprehensive and value-added feedback.
• Determines appropriate report format and detail level, for different audiences.
• Determines which member(s) of the Advancement team, and the broader university environment, need to be consulted and involved in various prospecting and reporting initiatives to take advantage of their expertise and develop strategies, resolve disputes, and address challenges.
• Anticipates, analyzes, and solves problems, and recommend solutions, identifying potential risks and benefits of each. Distinguishes between circumstances in which decisions can be made independently and those where consultation is needed.
• Recommends strategies to measure and benchmark the effectiveness of prospect management initiatives.
• Monitors and evaluates progress and impact on assigned work of unit staff, assists in problem solving, and determines necessary adjustments to maximize effectiveness and timely completion of tasks.
• Makes budget and staffing decisions related to the Prospect Management unit.
• Evaluates job candidates and make effective recommendations on suitable hires.
• Makes decisions and/or effective recommendations regarding transfers and promotions.
• Evaluates employee performance and decides on appropriate training or coaching to address lack of proficiency in carrying out responsibilities, or remedial action for staff disciplinary situations.
• Assesses investigation outcome of grievances and makes effective recommendations on appropriate course of action or next steps on grievances.
• Makes effective recommendations on level of discipline up to discharge and probationary termination.

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queen's is strongly committed to employment equity, diversity, and inclusion in the workplace and encourages applications from Black, racialized persons, Indigenous people, women, persons with disabilities, and 2SLGBTQI+ persons. In accordance with Canadian Immigration requirements, priority will be given to those who are legally eligible to work in Canada.

The University provides support in its recruitment processes to all applicants who require accommodation due to a protected ground under the Ontario Human Rights Code, including those with disabilities. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at View email address on clients.njoyn.com .