Prospect Management Officer

Overview

The Tufts University Advancement division (UA) is a comprehensive development and alumni relations enterprise with a staff complement of approximately 200 staff members. Functional units within UA include Development/Fundraising, Alumni Engagement, Stewardship and Donor Relations, Special events, Gift Processing, Research, Prospect Management, Gift Planning, Corporate and Foundation Relations, Information Systems and Management, and Infrastructure Services. UA's mission is to build strong, lifelong relationships with Tufts University's constituents, match donors' interests with the university's needs and priorities, and secure the financial resources necessary for Tufts to achieve excellence in teaching, research, and scholarship. The division is strongly committed to serving the academic agenda of the university, creating a culture of philanthropy in the extended Tufts community, and pursuing excellence and best practices in its work. Integrity, collegiality, diversity, accountability, mutual trust, and respect for the individual as well as the intentions of our donors are the values that guide the division's work.

The Office of Prospect Development and Strategic Analysis (OPD) gathers and analyzes information on, and facilitates and tracks communication with, the university’s current and potential prospects and donors, including individuals, corporations and foundations. OPD is primarily responsible for one of UA’s key strategic priorities: the expansion of the university’s base of support, which complements the other fundamental priorities of building relationships and raising funds. OPD addresses this need by conducting sophisticated research and analysis, identifying new prospects, and managing the processes of assigning the most promising prospects to development officer portfolios and assessing portfolio performance. OPD is also responsible for maintaining current and accurate information on all prospects and ensuring the AIM database represents UA’s full knowledge of prospect-related activity.

What You'll Do

The Prospect Management Officer plays a critical role in advancing Tufts University's fundraising strategy by strengthening the effectiveness, transparency, and governance of the prospect pipeline. As a key member of the Prospect Development team, this position manages the systems, processes, and data structures that support the identification, assignment, and strategic movement of prospects through the fundraising cycle.

Working closely with frontline fundraisers and advancement leadership, the Officer ensures that prospect portfolios are well-structured, balanced, and aligned with institutional priorities. Through proactive monitoring of portfolio activity and prospect movement, this role helps optimize fundraiser capacity, surface new opportunities, and maintain a healthy and dynamic pipeline of potential donors.

The Prospect Management Officer also serves as a steward of prospect management policies, procedures, and data standards. By developing clear documentation, providing training and guidance to development staff, and maintaining high standards of data integrity, the role ensures consistent and transparent practices across University Advancement. Acting as a liaison between Prospect Development and fundraising teams, the Officer supports effective collaboration and helps translate prospect management strategy into actionable processes for gift officers.

Through rigorous data oversight, thoughtful portfolio management, and a commitment to continuous improvement, this position enables fundraisers to focus on cultivating and soliciting donors while relying on strong systems, clear policies, and accurate data to guide their work. The ideal candidate will demonstrate strong analytical skills, exceptional attention to detail, and the ability to thrive in a collaborative and evolving environment where policies, priorities, and tools may continue to develop.

• Pipeline, Portfolio and Data Management
  • Organize and segment the prospect population to support portfolio optimization.
  • Identify potential prospects to be added to the pipeline.
  • Perform routine maintenance and audits of prospect data and assignments; monitor data integrity to report key metrics for individual fundraiser portfolios.
  • Assist in scheduling and coordinating portfolio review meetings, and prepare materials and agendas for discussions with fundraising teams.
  • Work with colleagues to review and maintain prospect data in the database.
  • Participate in the design and implementation of projects aimed at keeping the data dynamic and accurate.
• Policy and Process Support
  • Draft and publish policy and procedure documentation to support gift officer operations.
  • Communicate and train gift officers on process and policy recommendations created by the Prospect Management team to foster collaboration and ensure alignment with industry best practices.
  • Help onboard new team members by providing training on processes and systems.
  • Assist in developing training materials for staff on prospect management tools and practices.
  • Serve as a liaison between the Prospect Management team and various fundraising teams.
  • Contribute to the continuous improvement of prospect management processes by providing feedback and suggestions for enhancements, demonstrating a proactive approach to adapting to new challenges.
  • Communicate updates and changes in policies to relevant stakeholders.
• General Responsibilities
  • Attend and participate in development group meetings.
  • Participate in organization-wide committees, task forces, or other appropriate groups.
  • Stay abreast of new trends and best practices in prospect management.
  • Demonstrate adaptability in responding to changes in policies and processes, ensuring a smooth transition and continued alignment with organizational goals.
  • Undertake other projects as assigned.

What We're Looking For

Basic Requirements:

• Knowledge and experience typically acquired by:
• Bachelor's Degree
• At least 1 year of prospect management or prospect development experience, or have worked in a similar/related role for 1 year
• Familiarity with complex fundraising databases/CRMs.
• Proficiency in office software including Microsoft Word, Excel, and PowerPoint.
• Excellent business and analytical skills.
• Good writing and communication skills and the ability to interact effectively with internal staff.
• Demonstrated project management skills, good attention to detail, and the ability to prioritize and meet frequent deadlines.
• Effective interpersonal skills necessary to work and collaborate successfully with many different types of people.

Preferred Qualifications:

• Knowledge of fundraising related aspects of a research university is highly desired.

Pay Range

Minimum $49,500.00, Midpoint $62,000.00, Maximum $74,500.00

Salary is based on related experience, expertise, and internal equity; generally, new hires can expect pay between the minimum and midpoint of the range.