Prospect Research and Portfolio Specialist

Job Posting Location:

Claremont, CA

Job Posting Title:

Prospect Research and Portfolio Specialist

Job Description:

ABOUT POMONA COLLEGE: Located near Los Angeles, California, Pomona College is widely regarded as one of the nation's premier liberal arts colleges. Established in 1887, Pomona College is known for small classes, a challenging curriculum, close relationships between students and faculty, and a range of student research and leadership opportunities. Pomona is a member of The Claremont Colleges.

JOB PURPOSE: The Prospect Research & Portfolio Specialist works closely with Advancement staff to conduct proactive and responsive prospect research, synthesize quantitative and qualitative information into concise donor profiles and briefings, maintain high standards of confidentiality and prospect data integrity, and support portfolio review and campaign pipeline efforts through research and data analysis. The role contributes to the ongoing refinement and documentation of prospect research procedures under the direction of Prospect Development leadership.

ESSENTIAL FUNCTIONS: Reporting to the Associate Director, the Prospect Research & Portfolio Specialist performs the following essential duties and responsibilities:

Prospect Research Support

• Conducts proactive and ad hoc prospect research on constituents, donors, and prospects.  Synthesizes internal and external data into accurate, well-documented profiles and briefings that supports fundraising planning and strategic discussions.
• Utilizes a combination of research resources, analytics tools, and CRM data to conduct proactive prospect discovery and qualification. Assists in identifying potential major gift prospects by reviewing wealth indicators, engagement history, philanthropic activity, and affinity markers under established prospect development guidelines.

Relationship Management & Portfolio Support

• Serves as research liaison and support partner for assigned development officers.  Processes proposals, contact reports, and related updates and strategies with strong attention to completeness, detail and data accuracy.
• Supports relationship‑management workflows by assisting with prospect assignments, proposal tracking, and status updates in the CRM.

• Assists with preparation for portfolio review meetings by analyzing prospect data, tracking proposal activity, and identifying trends in engagement and solicitation readiness for discussion with Prospect Development leadership and frontline gift officers.

Data Integrity & Systems Maintenance

• Maintains prospect research data and supports data integrity efforts, including quality assurance review of prospect, portfolio, and proposal information to ensure alignment with Advancement policies and reporting standards.
• Processes daily data updates (“Dailies”) with attention to detail, supporting accurate relationship histories, assignments, and proposal records.
• Assists in maintaining prospect data quality and integrity by identifying discrepancies, outdated information, or missing documentation and escalating as appropriate.
• Enters and updates prospect research and relationship‑management data in accordance with established Advancement policies and procedures.

Collaboration & Program Support

• Collaborates with Advancement staff, including but not limited to research, technology, and development teams to strategically identify, research, and recommend prospects.

• Contributes to and documents the enhancements of policies and procedures.
• Coordinates special projects/tasks and provides guidance and/or assistance as assigned.
• Will have to work evening and weekend hours as required on occasion.

QUALIFICATIONS

• Education: Bachelor’s degree in communications, marketing, journalism, business administration, a liberal arts field, or equivalent combination of education and experience is required. Masters Degree in Library and Information Science or Information Sciences is highly desired.
• Experience: A minimum of 1 year of prospect research and database use experience at a higher-education academic institution is preferred.

REQUIRED KNOWLEDGE AND CRITICAL SKILLS: The Prospect Research & Portfolio Specialist 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, but not limited to the skills and abilities listed below:

• Exceptional interpersonal, written, and verbal communication skills that are adaptive based on a wide variety of audiences and levels.
• Ability to independently conduct prospect research using a variety of online resources.
• Adept at using basic office software such as Word and PowerPoint, with an emphasis on Excel. Experience with CRM systems such as Salesforce or Ellucian preferred.
• Familiarity with prospect research tools such as iWave, AlumniFinder or Lexis Nexis, Foundation Directory Online, QuantiFind, news platforms or similar resources.
• Familiarity with reporting tools such as Tableau, and Cognos.
• A commitment to uphold APRA’s (organization for prospect research professionals) mission, vision and ethics and standards.
• Ability to prioritize, effectively respond to multiple requests in a timely manner.
• Ability to deliver accurate information, with care and pride for attention to detail for all work products.
• Excellent project management and organizational skills, working both independently and collaboratively as a member of Advancement.
• Knowledge of Pomona College’s mission and environment.
• Strong sense of intellectual curiosity with a willingness to learn and try new skills, adapt to change, receive input from colleagues and accept supervisory direction and feedback.

APPLICATION REQUIREMENTS: Applicants must submit a cover letter and resume.

REQUIRED HOURS: The regular hours for this full time position are 8:00 a.m. to 5:00 p.m., Monday – Friday. Holiday, weekend and evening work hours may be required. Travel may be required. Regular hours may vary due to needs of the College or division. This position comprises a hybrid arrangement, typically involving 3-4 days in the office subject to business needs and supervisor approval.

HOURLY RATE:

The hourly rate for this role is between $28.59 and $31.01 per hour with a competitive benefits package. 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.

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.