Claremont, California,
Posted: 07-Jan-26
Location: Claremont, California,
Type: Full-time
Internal Number: REQ-7808
All Applications must include a cover letter with their resume.
JOB PURPOSE:
The Assistant Director, Prospect Research and Relationship Management provides dedicated support to frontline fundraisers to advance the College's philanthropic mission and goals. Reporting to the Associate Director of Prospect Research and Relationship Management, the Assistant Director position serves as a hybrid prospect development role with primary responsibility for proactive and ad hoc prospect research, as well as active portfolio management and relationship strategy support, including due diligence, ongoing portfolio review, and strategic prospect identification. The Assistant Director will also be a contributor in reporting and analytics support.
ESSENTIAL FUNCTIONS:
Prospect Research
- Conduct proactive and ad hoc prospect research, including discovery, qualification, due diligence, and ongoing portfolio research reviews.
- Produce and maintain comprehensive prospect profiles, briefings, and reports using internal databases and external research tools.
- Research and evaluate individuals for major gift potential and readiness, including assessment of capacity, inclination, affinity, and engagement history. Ability to also research and evaluate foundations and corporations.
- Identify prospect traits such as philanthropic interests, professional background, industry involvement, and institutional relationships, and synthesize findings into actionable fundraising recommendations.
- Fulfill ad hoc research and strategy requests in consultation with the Associate Director and Senior Director, balancing proactive portfolio work with emerging Advancement priorities
Portfolio & Relationship Management
- Serve as a primary liaison to frontline fundraisers, providing ongoing portfolio analysis, balance assessment, and strategic recommendations to optimize fundraiser activity and decision support.
- Lead and support regular portfolio review processes, including assessment of prospect movement, engagement strategy, solicitation readiness, and alignment with institutional priorities. Portfolio recommendations should be informed by ongoing research insights, including capacity, affinity, and engagement indicators.
- Monitor, evaluate, and recommend adjustments to fundraiser portfolios to ensure appropriate size, composition, and prospect quality, including identifying prospects for reassignment, qualification, or removal based on research findings.
- Develop, document, and maintain portfolio management policies, procedures, and training materials; support implementation of best practices across Advancement.
- Proactively surface and communicate insights related to prospect capacity, affinity, timing, life events, wealth changes, and philanthropic activity, including newly identified or unassigned major gift prospects.
Database Management & Data Integrity
- Enter and maintain accurate, timely, and well-documented prospect, portfolio, and proposal information in the Advancement database in accordance with Advancement policies and procedures.
- Review data audit reports and proactively recommend process improvements related to data accuracy, workflow efficiency, automation, and policy compliance (e.g., prospect assignments, proposal status, philanthropic interests).
Reporting and Analytics Support
- Build subject matter expertise in fundraising strategies, initiatives, and constituent engagement efforts.
- Collaborate with colleagues to identify opportunities where reporting or analytics can increase efficiency, insight, or strategic decision-making across Advancement.
- Provide cross-functional backup support for Business Intelligence and reporting workflows, including basic list pulls and data extracts, as needed to ensure continuity of Advancement operations during peak periods, staff absences, or special initiatives.
Collaborative Prospect Development Responsibilities
- Serve as a core contributor to the Prospect Development function, collaborating with the Associate Director, Senior Director, and other team members to ensure coordinated portfolio management, prospect research, due diligence, and strategic analysis.
- Provide coverage and cross-functional support across prospect research and relationship management functions as needed to ensure continuity of service to frontline fundraisers.
Confidentiality and Ethical Stewardship
- Handle highly sensitive and confidential information with discretion, sound judgment, and professionalism, including information related to trustees, principal- and leadership-level donors, high-profile prospects, volunteers, and internal strategy discussions.
- Maintain strict confidentiality in accordance with institutional policies, Advancement ethics guidelines, and professional standards, exercising care in determining appropriate access, sharing, and use of information
QUALIFICATIONS:
- Education: Bachelor's degree or equivalent combination of education and experience is required. Major in communications, marketing, journalism, business administration, a liberal arts field, required. Master's degree preferred in a major such as library and/ or information sciences.
- Experience: A minimum of 2 years of prospect management/research and database use experience at a major academic institution is preferred.
REQUIRED KNOWLEDGE AND CRITICAL SKILLS:
The Assistant Director must possess the knowledge, skills and abilities to be able to successfully perform the essential functions of the position or be able to demonstrate how the essential functions will be performed, with or without reasonable accommodation, using other skills and abilities not listed below.
- Exceptional interpersonal, written, and verbal communication skills that is adaptive based on a wide variety of audience. Handling all activities and confidential information with patience, discretion, good judgment, and tact. Ability to prioritize based on understanding of organizational need, manage changing priorities while maintaining proactive and timely communications. The successful candidate enjoys relationship building.
- Demonstrated professional skills in prospect research and relationship management with a strong knowledge of research techniques and industry ethical guidelines. Capacity to read and understand SEC, real estate, and other financial information preferred.
- Adept at using basic office software such as Word and PowerPoint, with an emphasis on Excel. Demonstrated knowledge and use of research and related databases and software (such as Tableau, Lexis-Nexis, Kindsight, and RelSci). Experience in fundraising CRM such as Salesforce preferred.
- Keen understanding of the principles and techniques relevant to major gift fundraising, annual gift fundraising, and planned giving.
- Ability to deliver accurate information, with pride in attention to detail for all products.
- Excellent project management and organizational skills, including the ability to remain focused and effective handling multiple tasks and deadlines, and working both independently and collaboratively as a member of Advancement in support of the College's strategic vision and the division's annual goals.
- Knowledge of Pomona College's mission and environment.
- Willingness to learn new skills, adapt to change, and to receive input from colleagues as well as accept direction from supervisor.
REQUIRED HOURS:
The regular hours for this full time position are 8:00 a.m. to 5:00 p.m., Monday â“ Friday. Holiday, weekend and evening work hours may be required. Regular hours may vary due to needs of the College or division.
ADDITIONAL POSITION DETAILS: The rate for this role is between $72,000 - $76,667 annually. The specific factors that the College will consider when offering a salary to an individual will include, but not be limited to: education, training, relevant prior experience, and performance in prior roles. All staff positions are ineligible for visa or permanent resident card sponsorship. As a California employer, Pomona College requires all employees to be residents of California.
POMONA COLLEGE REWARDS: Pomona College offers a wide variety of benefits and perks including health, dental, and vision plan options; paid time off; flexible spending accounts; retirement benefits; tuition assistance; fitness and wellness programs; ride share incentives; and so much more!
ADA/OSHA: This job description defines the essential job duties of this position. The College expects that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA).
DISCLAIMER: This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position. When duties and responsibilities change and develop, the College will review this job description and make changes of business necessity.
