Prospect Management Officer

Tufts University•Medford, MA

About The Position

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.

Requirements

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.

Nice To Haves

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

Responsibilities

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.
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.
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.