Prospect Research Coordinator

The Barnes Foundation • Philadelphia, PA

9d • $53,000 - $63,000 • Hybrid

About The Position

The Prospect Research Coordinator supports Barnes’s and Calder Gardens’ fundraising goals through comprehensive and proactive prospect and donor research and proposal writing. This role involves managing department systems for prospect research requests, analyzing prospect leads, synthesizing information from various sources, and designing fundraising proposals and reporting materials. The coordinator will also contribute to gift processing and data management, produce research profiles, draft strategy memos, prepare briefing memos for meetings, identify potential board nominees, and maintain databases of event attendees and key individuals. Additionally, the role involves analyzing the prospect pool, ensuring data integrity, participating in policy development, coordinating review meetings, and training development staff on prospect research basics. The position also contributes to fundraising data analysis, attends professional conferences, works events as needed, and performs ongoing biographical updates to constituent records.

Requirements

• 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
• Criminal Background-National clearance required
• Ability to perform each essential job duty satisfactorily.
• 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.
• This position requires extended time on the computer.
• Clearly communicate in person, by phone, and by video conference.
• Communicate with others in conversational and written English.

Nice To Haves

• iWave, Foundation Directory preferred
• Salesforce preferred

Responsibilities

• 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.
• 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).
• 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.
• 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.
• Perform other duties as requested.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level