Associate Director, Prospect Management

School of Medicine

Established in 1930, Duke University School of Medicine is the youngest of the nation's top medical schools. Ranked sixth among medical schools in the nation, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where interdisciplinary collaboration is embraced and great ideas accelerate translation of fundamental scientific discoveries to improve human health locally and around the globe. Composed of more than 2,600 faculty physicians and researchers, nearly 2,000 students, and more than 6,200 staff, the Duke University School of Medicine along with the Duke University School of Nursing, and Duke University Health System comprise Duke Health, a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Health Integrated Practice, Duke Primary Care, Duke Home Care and Hospice, Duke Health and Wellness, and multiple affiliations.

OCCUPATIONAL SUMMARY

The Associate Director of Prospect Management at Duke Health Development and Alumni Affairs (DHDAA) reports to the Executive Director of Prospect Development. The individual is responsible for ensuring that prospect management best practices for grateful patient and alumni prospects are communicated and supported throughout the organization. They utilize sophisticated modeling and leverage patient and alumni data to proactively build and curate the prospect pipeline—at all giving levels—and help guide our proactive prospect identification efforts at DHDAA.

The Associate Director and their team member(s) are part of the overall Prospect Development team, which provides data insights by analyzing and disseminating information to direct and inform solicitation and engagement strategies for prospective donors to Duke Health. This role is highly collaborative and interfaces with staff throughout DHDAA and Duke Alumni Engagement and Development (DAED).

WORK PERFORMED

Prospect Management (50%)

• Support and measure the efforts of a robust and sustainable pipeline including evaluating: if the appropriate prospects are being managed, if assigned prospects are being engaged, and if we are moving prospects forward at a reasonable pace.
• Maintain comprehensive guidelines specific to DHDAA for patient prospects and the Salesforce CRM that provide organization-wide transparency, consistency, coordination, and collaboration of fundraiser engagement activities.
• Design and implement prospect management standards, policies and procedures, as needed, specific to DHDAA.
• Develop and implement training regarding Prospect Management processes and procedures.
• Facilitate prospect strategy meetings providing data to influence or shape successful strategy, next steps, and outcomes.
• Credibly lead conversations on all aspects of Prospect Management including portfolio optimization, system training, and process change management.
• Lead conversations regarding size, balance, value, and yield to measure portfolio and pool performance. Assist with portfolio management across fundraising teams using existing resources and best practices. Plan and lead portfolio management/moves management, strategy, and optimization meetings with fundraisers.
• Implement industry best practices for the comprehensive monitoring and tracking of managed and engaged prospects through the solicitation cycle.  
• Identify opportunities for changes to organizational relationship management policy or pipeline performance metrics that support an integrated approach to prospect management.
• Utilize organizational knowledge and constituency data, including prospect segmentation tools, to explain and make recommendations for activity, strategy, and assignment.
• Adapt and customize prospect strategy management, tracking, and reporting for various prospect segments (annual gift prospects, major gift prospects, and principal gift prospects).
• Identify and implement best practices for distributing information to a complex network of interested parties.
• Participate in cross-departmental projects to improve understanding and strategic use of Prospect Development tools and data.

Strategic Planning & Leadership (30%)

• Collaborate and strengthen partnerships between DAED Prospect Development and DHDAA Prospect Development.
• Implement a pod/liaison model of support for fundraiser teams.
• Identify and build mutually respectful relationships with stakeholders that result in community standard socialization, partnership, and best outcomes.

• Identify community needs, appropriate measures, and implementation plans that increase fundraising success and identify opportunities for improvement. Listen, translate, and act on recommendations from leadership. 
• Guide the development of new fundraiser portfolios/pipelines and provide ongoing support.
• Provide regular updates to leadership on portfolio and pipeline activity and partner with leadership to encourage best practices.

Management (20%)

• Create monthly and annual reports/visualizations on metrics and workload of the prospect management team for development leadership. Provide analysis on metrics and workload trends. Manage on-going proactive and reactive projects for staff.
• Build productive partnerships with the Director of Prospect Research and the Information Management and Business Intelligence team. Collaborate on shared organizational efforts related to the identification and management of prospects, and accountability mechanisms for staff.
• Responsible for effective staff management of direct reports via direct instruction and coaching sessions. This includes hiring and orientation, workflow and performance management, and the promotion of an inclusive and innovative work environment.
• Encourage high-performance to achieve team goals, including recognition of effective work output, and fostering professional development and training.

Other related duties as assigned.

The above statements describe the general nature and level of work being performed by individuals assigned to this classification.  This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified

DEPARTMENT SKILLS/PREFERENCES

Preferred Experience

• Proven knowledge of prospect management and fundraising best practices.
• Knowledge of effective fundraising practices, preferably at a large, de-centralized academic healthcare system with grateful patients.
• Familiarity with Customer Relationship Management (CRM) platforms with Salesforce experience being desirable.
• Advanced Excel and data visualization (Tableau) experience.
• Demonstrated track record of strategic and creative approaches to prospect management and collaboration with frontline fundraisers, system administrators, and senior level management.
• Demonstrated experience with change management.
• Excellent written and oral communication skills with the ability to synthesize and accurately present relevant information.

Skills

• Supervisory experience.
• Ability to innovate and effectively problem-solve.
• Demonstrated proficiency in working with large and complex databases and systems.
• Demonstrated ability to build strong partnerships and collaborate with a wide variety of constituencies at all levels of an organization.
• Demonstrated ability to handle confidential and sensitive information.
• Exceptional analytical skills and attention to detail.
• Ability to handle multiple priorities with diplomacy and timeliness.
• Demonstrated consultative skills.

MINIMUM QUALIFICATIONS

Education

Bachelor's degree required.

Masters or professional degree preferred.

Experience

Minimum of five (5) years experience in prospect research and prospect management.

Minimum of three (3) years supervisory experience required.

Duke is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas—an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.

Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essentialjob functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.