Prospect Research Coordinator

Prospect Research Coordinator

The Prospect Research Coordinator supports Barnes's and Calder Gardens' fundraising goals through comprehensive and proactive prospect and donor research and proposal writing.

Education/Training/Experience:

• Bachelor's degree required
• The full-time equivalent of three to five years of prospect research experience in a non-profit environment required
• Excellent writer and verbal communicator that takes pride in creating compelling content; writing clearly, accurately, succinctly, in a manner that appeals to a wide range of audiences.
• Experience with and an understanding of the process of Moves Management and the solicitation cycle
• Experience with online prospect research tools (iWave, Foundation Directory preferred)
• Experience with database applications (Salesforce preferred)
• Knowledge of the principles, methods, and practices of the development profession in general; knowledge of research techniques and resources in the fields of philanthropy, business, and museum management
• Skilled in Microsoft Office, Teams, Sharepoint
• Ability to draft new or edit existing documents, proposals, and reports
• Ability to handle sensitive and confidential information
• Self-motivated and comfortable working both independently and collaboratively as a team
• Ability to work in a fast paced, deadline driven environment
• Extremely detail-oriented and resourceful to produce highly accurate work

Clearances: Criminal Background-National

Physical Activities to Perform Essential Functions: To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.

Moving:

• Approximately 60%+ of time is spent sitting while working at a desk.
• Ability to occasionally transport up to 25 lbs. of files, equipment or supplies.
• Ability to access files, equipment, or supplies.

Vision Requirements:

• This position requires extended time on the computer.

Communication Requirements:

• Clearly communicate in person, by phone, and by video conference.
• Communicate with others in conversational and written English.

Working Conditions:

• Position operates in hybrid work setting comprised of the Barnes' Philadelphia campus and remote work setting indicated by the employee at their documented home address.
• Position requires extended time on the computer.

Job Specific Competencies:

• Manage department systems for receiving, responding to, and tracking all prospect research requests.
• Carry out routine reviews of individual, corporate, and foundation prospect leads generated out of preliminary research processes (screenings and data modeling) or from prospect management meetings and coordinates with team on next steps.
• Search, analyze, and synthesize information from various business systems and outside sources.
• Assemble and disseminate routine research summaries of relevant articles on philanthropy, Greater Philadelphia, the art world, and constituents.
• Design fundraising proposals and reporting materials, including impact statements and infographics. Write and document acknowledgements for major gift donations, and upper-level annual fund donations.
• Support the Development Services team in gift processing and data management as needed.
• Perform other duties as requested.

Prospect Research:

• Produce and maintain both comprehensive and brief individual, corporate, and foundation research profiles, which outline current and historical relationships with the Barnes, as well as financial, professional, personal information, ratings and segmentation data, and suggested strategies; uses department taxonomy in prioritizing and informing strategies (e.g. target ask amounts, planned giving probability, demographic and behavior clustering, velocity scores, etc.).
• Draft strategy memos to support trustee and staff solicitations.
• Prepare briefing memos for relationship managers in advance of their donor and prospect meetings
• Identify potential nominees for the Board of Trustees and other Board committees. Prepare detailed research profiles and demographic statistics on potential nominees.
• Identify and map relationships of trustees and deeply engaged donors for the purpose of identifying new prospects. Uncover social, financial, and political relationships between key members of the Barnes's inner-circle, donors, and prospects; record that information in Salesforce.
• Prepare biographical sketches on attendees and committee people of Barnes events for use by the Board of Trustees, Executive Staff, and other internal attendees; maintain database of event attendees and committee people for major gift officers and Barnes leadership.
• Prepare research summaries each month that track our major gift prospects, board members and other persons of interest in the press, trends in philanthropy and art world news.
• Adhere to ethical, contractual and legal standards of data collection (e.g. Donor Bill of Rights, FERPA, HIPAA, terms of usage for web pages).

Prospect Management:

• Identify, in collaboration with development officers, research priorities and strategies for major gift and campaign efforts.
• Stay up to date on all programmatic initiatives. With development officers, prioritize programs based on time sensitivity, and develop timeline for producing prospects for projects in alignment with those priorities. Match prospects to projects, both individual and institutional. Rank prospects to enable development teams to strategize requests for support most efficiently.
• Analyze the prospect pool and movement of prospects through the pipeline, in order to inform development team assessments and strategies; collaborate with team to establish and improve suspect and prospect pools, identify additional data sources as necessary.
• Maintain and update prospect information and ensure data integrity, including systematic review of unassigned prospects, ratings and codes, reporting findings to supervisor and the prospect management team.
• Participate in the development and enforcement of the prospect research management policies; ensure procedures address the acquisition, use, and maintenance of donor records and research, adhering to current professional, ethical, and legal standards.
• Coordinate prospect review meetings, preparing timeline reports, agendas, and other collateral material.
• Stay current on the industry-standard processes for prospect identification, cultivation (moves management) and prospect tracking methodology.
• Review and recommend systems for ongoing rating of new prospects.
• Train development staff on basics of prospect research and functionality to provide backup during peak times.

Constituent Management:

• Contribute to the analysis of fundraising data and the enhancement of reporting capabilities.
• Attend professional conferences to expand skill-set and knowledge-base and participates in peer groups on prospect research.
• Work events and openings as necessary
• Perform ongoing biographical updates to constituent records, creates new records as needed, identifies and updates erroneous constituent information.

Organization-Wide Competencies:

1. Accountability:

a. Prepares for work assignments and meetings,

b. Conducts thorough fact-finding, decision-making and/or follow through,

c. Admits mistakes and errors and informs others when one is not able to meet a commitment.

2. Job Quality:

a. Dependably demonstrates job knowledge necessary for the position,

b. Produces timely, accurate, high quality work output,

c. Prioritizes work responsibilities effectively and produces work quantity expected for the role.

3. Service:

a. Identifies problems and collaborate with others to devise and create effective solutions.

b. Interacts and communicates with fellow employees in a manner that promotes a harmonious and cooperative working environment in accordance with our Core Values.

c. Facilitates open communication and keeps an open mind about new ideas.

4. Leadership:

a. Sets a good example for others,

b. Demonstrates ethical decision-making and communication,

c. Makes decisions. Uses a solution-oriented, collaborative approach.

5. Collaboration:

a. Seeks win-win outcomes in decision-making,

b. Shows a proactive, inclusive, helpful, and respectful attitude to colleagues, guests and others,

c. Takes initiative to contribute to diversity, equity, inclusion, and accessibility initiatives.