Job Description

Job Description

Job Description

Reinhardt University is currently accepting applications for an Assistant Director of Prospect Research and Records Management.

Position Summary:

The Assistant Director of Prospect Research and Records Management executes the advancement divisions prospect research strategy, including pipeline development and portfolio management, conduct prospect research, as well as provides strategic direction counsel to the vice president for advancement on prospective donors with major gift and principal gift capacity. The position is responsible for processing all levels of records management donor biographic, demographic information, giving according to departmental and University policies and guidelines and federal law. Additional responsibilities include a focus on information quality, research, and analysis of complex records management. The duties of Assistant Director of Prospect Research and Records Management impact the integrity of the University’s donor information and requires both accuracy and confidentiality.

The Assistant Director collaborates closely with the Director of Advancement Services, Gift Officers, the Director of Stewardship and Donor Relations, and other Division of Advancement, Marketing, and Communications colleagues, as well as university leadership, to conduct research on prospective donors, and maintain donor records.

This position performs a variety of duties supporting donor research which may involve, but are not limited to, tasks such as accurately collecting and presenting data and information, courteously and proactively attending to gift officers and university leaders, creating and maintaining accurate and up-to-date files, policies, procedures, workflows, and guidelines, organizing data, responding to requests for information in a timely and accurate manner, composing accurate written materials, and supporting the vice president. This position may also provide supervision of work performed by student workers.

Minimum Requirements:

• Bachelor’s degree in English, history, museum studies, or relevant field of study from an accredited institution.
• Two to three years’ experience in higher education or a non-profit or educational environment (preference for experience in a records and collections management environment).
• Familiarity with concepts relating to compliance, research, and data management.

• Ability to organize time and manage competing priorities.
• Self-motivated and able to work under moderate supervision.
• Excellent attention to detail.
• Experience in accessing third party online services for research purposes.

• Excellent organizational, time and project management, problem-solving, written, and verbal communication skills.
• Ability to research and recognize indicators of wealth and interest in University programs and initiatives.
• Demonstrated strong writing, editing, analytical abilities with the ability to compose profiles, prepare reports and make accurate presentations to internal constituents.
• Demonstrated ability to prioritize work assignments, and ensure records are up to date, well organized, accurate, and secure.
• Demonstrated experience working in a high-profile office and protecting the confidentiality of information shared.
• Ability to collaborate and guide the integrity and maintenance of database records and files including those used to track donor and gift information, endowments, major gifts, and other contributions.
• Comfortable working in a demanding, fast-paced, and deadline-based environment.
• Demonstrated ability to work effectively with a team and with many diverse constituents.
• Familiarity with using a database system (CRM and Raiser’s Edge preferred).
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Valid driver’s license.
• Willingness to work evening and weekend hours for special projects and events.
• Successful completion of background check.

Personal Characteristics

• A motivated self-starter who takes initiative, anticipates challenges and risks, and follows through with tasks to provide a superior donor experience.
• A personable individual with a consistently professional appearance when interacting with internal and external constituents.
• A positive individual possessing high levels of initiative and comfort working with teams or independently.
• An individual who embraces diversity and fosters inclusion in all aspects of life.
• Curious, intuitive, perceptive, empathic, and ethically-minded in pursuit of preparing accurately biographical profiles of prospective donors, current donors, and deceased donors.
• An individual who balances a sense of urgency in addressing needs with the patience required of a team-oriented environment.
• A service-oriented person who engenders support among colleagues, staff, and the community through knowledge, experience, creativity, vision, and dedication to the mission, vision, and values of Reinhardt University.

Work Environment/Physical Requirements of the Job:

Intermittent sitting, standing, stooping, crouching, walking, and regular moving of objects. Must be able to walk between buildings and climb stairs on a routine basis. Physical ability to occasionally lift to 30 pounds. Physical capacity to occasionally lift, carry, push, and pull. Work is performed in person and in an office setting.

Primary Responsibilities/Essential Job Functions:

Prospect Research & Identification

• Develops, executes, and leads the division’s prospect research strategy to identify and qualify prospective donors.
• Leads research workflow and scope of work, including the management of research consultants as necessary.
• Conducts in-depth research on prospective individual donors for significant financial impact, utilizing wealth and propensity screenings, relationship mapping, public records, and other sources.
• Ensures research conducted ethically, without bias, and within compliance with the law.
• Synthesizes research to develop concise and thorough research reports, profiles, briefing documents, and recommendations for president, vice president for advancement, board members, and gift officers.
• Fulfills timely research requests for leadership as requested.
• Actively identifies and qualifies institutional giving prospects and opportunities.
• Becomes familiar and well-versed in current supporters and their background, and proactively share up to date information, current events, and opportunities with gift officer, the director of stewardship and donor relations and leadership.
• In collaboration with the director of advancement services, proactively identifies new prospects for pipeline, patterns and trends in prospect pool, and strategic recommendations to gift officers and leadership.
• Prioritizes and ensures data accuracy and integrity of donor information in Raiser’s Edge.
• Actively identifies new research tools and processes.

Prospect Management

• Assists in the development, assessment and revision of the prospect management manual and other guidelines, policies, and procedures.
• Oversees the management of portfolio assignment in collaboration with the vice president for advancement.
• Implements and executes progressive pipeline moves management, as well as portfolio development and optimization to ensure refined, focused, and balanced portfolios for gift officers.
• Plans, organizes, and participates in regular prospect review meetings, providing key donor insights and strategy to gift officers, and advising on plans for engagement and solicitation.

Records Management data quality and risk mitigation:

• Maintains donor biographic and demographic information including, but not limited to contact info, relationships, statuses, university engagement, donor preferences in compliance with industry regulations and university policies.
• Oversees records management and ensures records (hard copy files and electronic) are maintained according to policies and procedures.
• Perform established risk controls for validating donor contact information changes and preferences including address, phone, e-mail address and forwarding.
• Documenting research evidence for storage and recollection, projects may include:

deceased constituents, lost alums, returned mail, duplicate entities, board of trustees, new parents, alumni board of governors, and the president’s advisory council.

• Maintains database and hard copy files, detailing gift agreements and transfer of title, descriptions, accession/deaccession, property transfers, inventory checks, and insurance records for donated or loaned personal property and other gifts in kind including but not limited to works of art and other appreciable property. Collaborates with campus departments as necessary.

Collaboration and Partnerships:

• Establishes and maintain strong collaboration with advancement.
• Maintains and enhance procedures for the processing and maintenance of constituent records
• Partners with the President’s office on high-profile constituent updates, including Board of Trustee records.
• Participates and supports the data cleanup projects.
• Trains advancement staff and campus partners on advancement records management and ensures compliance with records management policies and procedures.
• Coordinates with mail services for the consistent and timely delivery of mail processing, with heighted partnership during University holidays and breaks.
• Collaborate with media relations on stories celebrating donors and their contributions to thank and to inspire others to give.
• Participate in relevant professional groups and trainings to maintain a strong knowledge of best practices and trends in the field.

General

• Serve as a back up for Advancement Service in the processing of charitable contributions.
• Comport self with integrity, positivity, and respect for others.
• Assist with events or division initiatives as assigned.
• Collaborate with colleagues to facilitate a culture of philanthropy and brand awareness, best practices related to the division’s work, and compliance with University policies and policies, and state and federal law applicable to the division’s work.
• Communicate and collaborate effectively with the president and the president’s cabinet as well as their executive assistants.
• All other duties as assigned by supervisor.

The preceding job description has been designed to indicate the general nature and level of work performed by the director of corporate and foundation relations. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

Reinhardt University is an Equal Opportunity Employer (EOE/M/V/H/V).

Reinhardt University is an equal opportunity institution. The University respects the essential dignity of all individuals and is committed to providing equal access to and support for education and employment opportunities. Reinhardt does not discriminate in any of its policies, programs, or activities on the basis of race, color, age, culture, national origin, socioeconomic status, veteran’s status, gender, sexual orientation, genetic information, religious belief, physical (dis)ability, political affiliation , or any other basis protected by federal, state or local laws. All persons involved in the operations of the University are prohibited from engaging in such discrimination. Direct inquiries regarding the equal opportunity and non-discrimination policy to: Director of Human Resources, Reinhardt University, 7300 Reinhardt Circle, Waleska, GA 30183, 770-720-9146.

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