Research and Prospect Tracking Specialist

Summary

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Job Category:
Development and Alumni Relations
Job Title:
Research and Prospect Tracking Specialist
Job Category Definition:
This specialty is a support unit working in institutional advancement to support Penn State’s goals and mission. The unit consists of various offices working synergistically in two major functional areas, the Office of University Development and the Penn State Alumni Association. In concert with the colleges, campuses, and other units of the University, the Division of Development and Alumni Relations has responsibility for advancing the University’s overall mission of teaching, research, and outreach to alumni, parents, friends, corporations and foundations. This is done by informing alumni and other constituents about Penn State and involving them in the life of the University through effective communications, quality programs and services. In doing so, we strive to gain their support and encourage them to join in shaping Penn State’s future through fundraising campaigns, enhancing honors education, enriching the student experience, fostering discovery and creativity, sustaining a tradition of quality, and building faculty strength and capacity. The division’s mandate is to generate among key constituencies the attitudinal, financial, and behavioral support needed to realize the University’s goals and objectives.
Job Title Definition:
The Research and Prospect Tracking Specialist supports the University’s mission and achieves fundraising objectives by organizing and conducting fundraising programs and related activities for an assigned area; provides strategic proactive and reactive support to advance the major gift fundraising efforts of the University; works collaboratively with assigned fundraising area and central development staff to maximize the identification, cultivation, and solicitation efforts of the University; supports the annual goal setting process through strategic analysis of major gift prospects; synthesizes large volumes of data and information into concise summary reports that allow for actionable steps from stakeholders; provides a consistent and comprehensive platform to: foster communication, coordination, and teamwork; facilitate progression through the fundraising cycle; and document activity. Duties are performed at various levels within the defined title.
Working Conditions:
Specific physical requirements and effort are outlined in Job Responsibilities Worksheet (list of essential job duties and responsibilities specific to a particular job at the unit level) in accordance with the Americans with Disabilities Act of 1990 (ADA).
Other Requirements:
 

Levels

Level 1  

THIS IS A RESTRICTED USE PROFILE. CONTACT CLASSIFICATION PRIOR TO USE.

Level Details
Job Code Salary Band FLSA Status
DVAR0501 G Non-Exempt

Level 1 positions typically demonstrate baseline working knowledge of routine work applications; follow standard principles and systems and use appropriate terminology associated with a particular field of specialization; participate as a team member in a collaborative environment within a diverse workforce; actively contribute to completion of team goals and assigned tasks; clearly communicate information, ideas, or instructions verbally and in writing; follow recommended approach to assigned work to facilitate achievement of desired results; ensure safe practices and environmental consciousness are exhibited in decisions; typically work under direct and frequent supervision while performing routine duties using established procedures with detailed instructions.

Typical Education & Experience

0+ years related experience

Bachelor's Degree or higher

Or an equivalent combination of education and experience

Typical Work Duties
  • Maintain donor database; compile and analyze data; and prepare reports
  • Conduct research and write research reports on prospective major gift donors
  • Collect and analyze data and/or information
  • Coordinate/write reports and/or documentation for office procedures
  • Assist and work collaboratively with assigned College development units with strategic planning, goal setting and donor development activities
  • Apply various techniques to ensure quality of data

This profile is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions in this job title and should not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision. The use of a particular expression or illustration describing duties should not be held to exclude other duties not mentioned that are of a similar kind or level of difficulty.

Level 2  

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Level Details
Job Code Salary Band FLSA Status
DVAR0502 H Non-Exempt

Level 2 positions typically demonstrate intermediate knowledge of the concepts, practices and procedures of a particular field of specialization; perform intermediate tasks in defined skill areas/applications by continuously building on current job knowledge; maintain effective relationships with peers, vendors, and others in a diverse environment; support team decisions and follow through with team responsibilities; interpret information, ideas and instructions and communicate clearly and accurately both verbally and in writing including materials intended for distribution; determine causes of unusual occurrences and apply standard principles and practices to determine and implement solutions; ensure safe practices and environmental consciousness are exhibited in decisions; typically work under general supervision, while performing assignments that are varied and that may be somewhat difficult in character, but usually involve limited responsibility.

Typical Education & Experience

2+ years related experience

Bachelor’s Degree or higher

Or an equivalent combination of education and experience

Typical Work Duties
  • Conduct research and write research reports on prospective major gift donors with the ability to make high-impact gifts to the University
  • Identify and refer potential high-impact gift prospects, based on financial ability and philanthropic interest, to College-level development units for further cultivation
  • Maintain integrity of donor database by keeping donor biographical, financial, and professional information current
  • Assist assigned College development units with strategic planning, goal setting, and donor development activities
  • Contribute to improvement of overall University development strategies and performance by compiling and analyzing data, recommending best practices, promoting labor-saving technology, and improving quality and availability of decision influencing data
  • Instruct College development staff on use of research tools, methodologies, and software when needed
  • Index relevant news sources and track alerts via internet resources
  • Train newly hired research analysts; conduct peer-training with other research analysts; conduct orientation sessions with newly hired OUD staff

This profile is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions in this job title and should not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision. The use of a particular expression or illustration describing duties should not be held to exclude other duties not mentioned that are of a similar kind or level of difficulty.

Level 3  

THIS IS A RESTRICTED USE PROFILE. CONTACT CLASSIFICATION PRIOR TO USE.

Level Details
Job Code Salary Band FLSA Status
DVAR0503 I Exempt

Level 3 positions typically demonstrate proficient and comprehensive knowledge of defined skill areas/applications to integrate fundamental elements from other specialties into work assignments; apply knowledge of principles, practices, and procedures of a particular field of specialization to complete difficult assignments; promote a culture that is conducive to effective relationships among diverse team members; ensure safe practices and environmental consciousness are exhibited in decisions; may lead a project team involved in completion of difficult assignments, requiring proficient knowledge of field of specialization; interpret and communicate information, ideas and instructions clearly, accurately and persuasively both verbally and in writing including materials intended for distribution; incorporate new facts and ideas into group processes and apply creative thinking to develop new solutions; typically work with minimal supervision on difficult assignments, conferring with manager on unusual matters.

Typical Education & Experience

4+ years related experience

Bachelor’s Degree or higher

Or an equivalent combination of education and experience

Typical Work Duties
  • Develop project and related reports which may be distributed throughout the development and alumni unit
  • Assist in the development and operation of programs designed to identify and enhance major gifts to the University
  • Complete difficult or complex reports and analysis around research and prospect management
  • Responsible for special projects of the Office of the Associate Vice President for University Development, including tracking and monitoring the major gift activity of the University
  • Ensure data integrity and oversee maintenance of prospect tracking system to include assignment of, contacts with, solicitation of, and strategies for major donors to the University
  • Act as liaison with colleges, campuses, and central development staff on various subject matters pertaining to the research and prospect management
  • May train lower level staff

This profile is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions in this job title and should not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision. The use of a particular expression or illustration describing duties should not be held to exclude other duties not mentioned that are of a similar kind or level of difficulty.

Level 4  

THIS IS A RESTRICTED USE PROFILE. CONTACT CLASSIFICATION PRIOR TO USE.

Level Details
Job Code Salary Band FLSA Status
DVAR0504 J Exempt

Level 4 positions typically demonstrate advanced knowledge of principles, practices, and procedures of a particular field of specialization and complete complex assignments; integrate complex elements from other specialties into work assignments; demonstrate a strong commitment to inclusionary practices which support diversity throughout the University; establish a shared vision and take responsibility for the achievement of team goals, and provide direction for appropriate implementation of plans; present ideas, concepts and instructions in a clear manner, and use persuasion and negotiation to build consensus and cooperation; ensure safe practices and environmental consciousness are exhibited in decisions; develop new techniques, concepts, theories, programs or solutions and apply them to complex strategic operating issues; typically work independently on complex work assignments, review progress and evaluate results and update management as appropriate; may direct and delegate work to lower-level staff.

Typical Education & Experience

6+ years related experience

Bachelor’s Degree or higher

Or an equivalent combination of education and experience

Typical Work Duties
  • Develop and present project status reports for audiences that extend beyond the immediate internal development stakeholders
  • Prepare management and special reports; research and prepare analytical summaries; respond to inquiries for various lists, e.g., prospect lists, event lists, mailing lists, etc
  • Provide clarification and guidance with regard to prospect tracking policies/procedures and prospect tracking databases and troubleshoot system problems as necessary
  • Create strategic impact on processes and operations by continuously improving research and prospect management procedures
  • Provide DDAR stakeholders with candid and constructive feedback to influence and persuade managers and employees to accept and implement findings and recommendations
  • May supervise and train lower level staff

This profile is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions in this job title and should not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision. The use of a particular expression or illustration describing duties should not be held to exclude other duties not mentioned that are of a similar kind or level of difficulty.

Level 5  

THIS IS A RESTRICTED USE PROFILE. CONTACT CLASSIFICATION PRIOR TO USE.

Level Details
Job Code Salary Band FLSA Status
DVAR0505 K Exempt

Level 5 positions typically extend mastery of job knowledge to the principles, theories and practices of related specialties; expand knowledge of best practices and incorporate into all work assignments and procedures; evaluate and enhance current practices and efforts to ensure optimal support of diversity; oversee leadership of teams and projects that involve extensive cooperation and coordination between multiple departments across the University or with external customers; prepare written and/or verbal presentations or proposals on highly complex issues and deliver to a broad variety of audiences; identify and implement innovative solutions to important, highly complex strategic and/or operational issues which may involve unusual circumstances and incomplete or conflicting data; ensure safe practices and environmental consciousness are exhibited in decisions; work independently on highly complex or strategic assignments; may direct and supervise lower-level staff.

Typical Education & Experience

8+ years of combined Major Gifts experience

Bachelor’s Degree or higher

Or an equivalent combination of education and experience

Typical Work Duties
  • Assist in the development of policies, procedures, and systems
  • Manage and coordinate multiple projects involving numerous departments and stakeholders
  • Advise central development with strategic planning, goal setting, and development activities through advanced data analysis
  • Provide advanced analysis of donor/prospect populations to guide major gift fundraising efforts
  • Provide strategic feedback on data related matters and offer suggestions where appropriate to enhance data integrity by collaborating with multiple departments
  • Assist director of research and prospect development with preparing for and follow-up from high level strategy sessions with development leadership
  • May assume responsibility for office operations, as necessary
  • Provide guidance and mentoring to lower level staff

This profile is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions in this job title and should not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision. The use of a particular expression or illustration describing duties should not be held to exclude other duties not mentioned that are of a similar kind or level of difficulty.