Position title: Prospect research and stewardship
Reports to: Advancement financial services and
The prospect research and stewardship specialist assists with several
functions within Institutional Advancement operations: date entry, donor
stewardship, prospect management, and prospect research. The prospect
research and stewardship coordinator assists with electronic and
hard-copy file maintenance, ensuring accuracy and completeness. The
prospect research and stewardship specialist represents Institutional
Advancement as a liaison to various university departments.
Mission and strategic plan
The prospect research and stewardship specialist supports Saint
Martin’s University mission by assisting with all functions related to
donor stewardship, and prospect research and management, which in turn
supports the University’s ability to raise financial resources for
capital, endowment, and programmatic needs that are called forth in the
Level of supervision and supervisory responsibility
General direction: The employee carries out work assignments in accordance
with the policies and objectives established by the supervisor. The employee
plans and organizes the work, determines the work methods which will be employed
and assists in determining priorities and deadlines. Completed work is reviewed
in terms of the employee’s effectiveness in producing the expected results.
Responsibilities and essential functions
Data integrity and file management
- Update database with special event attendance and business card information.
- Work with the advancement financial services and database manager to develop
and refine reporting and maximize effectiveness.
- Assist with the development and implementation of paper file policies and
procedures and major archiving/clean-up projects.
- Ensure that biographical, financial and other information relating to
prospect research and donor stewardship is correctly filed both electronically
and in hard-copy form.
- Accurately enter information into the database and ensure adherence to data
entry policies and procedures.
- Enter and update all activities associated with moving prospects and donors
along the cultivation/solicitation/stewardship continuum into PowerCAMPUS.
- Perform other data entry and database clean-up tasks as assigned by the
advancement financial services and database manager.
- Work with advancement staff to refine and implement donor acknowledgement
policies and procedures including refreshing acknowledgements monthly.
- Work with advancement staff to ensure that all acknowledgements are
completed and mailed within an appropriate timeframe.
- Act as the Institutional Advancement liaison with financial aid and finance
personnel to ensure that scholarship monies are awarded in accordance with donor
wishes and donors receive accurate information regarding how their funds are
- Update and maintain scholarship documentation to ensure accuracy and
- Update and maintain annual reporting of scholarship and endowment funds and
activities for individual scholarship donors.
- Update and send annual scholarship and campaign invoices and pledge
reminders as needed.
- Create and maintain RSVP lists for stewardship related events, ensuring
accuracy of information in the database and on the lists.
- Assist the vice president of institutional advancement and the advancement
financial services and database manager in implementing a system for information
flow to record and monitor moves management activities, including executive,
board, and volunteer assignments and activities.
- Provide support to major gift fundraising staff using the prospect
management system, including training, user documentation, and adherence to
guidelines and policies.
- Interact extensively with staff regarding usage of the prospect management
system, ensuring that accurate information is maintained about relationships
with potential major gift prospects.
- Assist in developing reporting tools, policies and procedures to assist
University gift officers in performance of their fund raising duties.
- Conduct prospect research on individuals, foundations and corporations in
relation to visits or proposals or as requested.
- Provide brief and/or in-depth biographical profiles on event guests for the
University ‘s president, board, vice president of advancement and other team
- Generate profile reports and enter all newly discovered information into
PowerCAMPUS so that the prospect’s record is as accurate as possible.
- Utilize electronic and peer screening for both capital and annual fund
- Under the direction of the vice president of institutional advancement and
the advancement financial services and database manager, run donor reports in
order to identify major gift prospects for solicitation assignments.
- Serve as research resource for the Office of the President to support board
nominating committee activity.
- Under the direction of the vice president of institutional advancement and
the advancement financial services and database manager, conduct special
strategic research projects e.g., data mining, electronic and peer screening, by
applying an understanding for the complexities of both individual and
institutional prospects and donors.
- Other duties as required
- Possess a comprehensive understanding of the research tools utilized and the
fundamentals involved with performing fund raising research, such as Wealth
Engine, Hoovers, electronic screenings, etc.
- Knowledge of basic principles and techniques relevant to major gift fund
- Ability to analyze and synthesize information.
- Must be able to write concise research documents with attention to accuracy
- Self-motivated to work independently and with the team.
- Ability to communicate clearly and professionally with internal staff as
well as donors and prospects.
- Ability to work in a fast-paced environment and meet fixed deadlines.
- Ability to demonstrate initiative and excellent organization skills.
- A commitment to working with the Office of Institutional Advancement to
carry forward the mission of Saint Martin’s University.
- Bachelor of Arts/Bachelor of Science degree or combination of education and
- Experience in prospect research and management
- Highly proficient in Microsoft Office applications
- Successfully pass a criminal background check.
The physical demands described here are representative of those that
must be met by an employee to successfully perform essential functions
of this job. Reasonable accommodations may be made to enable individuals
with disabilities to perform the essential functions.
- Moves objects (less than 20 pounds) long distances (more than 20
- Ability to be mobile campus wide for appropriate business needs.
- Operates a variety of standard office equipment requiring continuous or
repetitive arm-hand movements.
- Reading, writing, speaking, hearing, standing, bending, sitting.
- Learning and comprehending.
- Requires visual concentration on detail.
- Manual dexterity and precision required for keyboarding.
- Must be able to sit for long periods at a time at a computer.
- May occasionally be required to deal with distraught people.
- Must be able to concentrate on details and process complex information while
experiencing frequent interruptions.
- Must be able to communicate effectively with people at all levels under
The principles of the Catholic Benedictine tradition, equal
employment opportunity, and nondiscrimination are fundamental to the
mission, goals, and objectives of Saint Martin’s University. The
University does not discriminate in employment or in the delivery or
administration of its educational programs, policies, scholarship and
loan programs, athletic or other University programs on the basis of
sex, sexual orientation, race, color, religion (except as a bona fide
occupational qualification for certain select positions), marital
status, national or ethnic origin, military or veteran status, age, or
Students or employees with concerns or complaints about discrimination on the
basis of sex in employment or an education program or activity, or any other
inquiries related to the University's non-discrimination policy, may contact the
Director of human resources/Title IX coordinator
5000 Abbey Way SE, Lacey WA 98503
Consistent with the requirements of Title IX of the Education Amendments of
1972 and the regulations adopted under that law, the University has designated
the above individual as the University's Title IX Officer, responsible for
coordinating the University's Title IX compliance. Individuals may also contact
the Office for Civil Rights, U.S. Department of Education, 915 2nd Avenue, Room
3310 Seattle, WA 98174-1099, Telephone: (206) 220-7900, TDD: (206) 220-7907.