Associate Director, Prospect Management

This position may be eligible for a remote work arrangement in Canada. The Associate Director, Prospect Management: Reporting to the Director, Prospect Development, the Associate Director, Prospect Management is responsible for providing operational leadership in transforming prospect data into actionable insights that drive strategy and decision-making to advance the University’s fundraising success. With a commitment to continuous improvement in intelligent prospect management practices, this role partners closely with frontline fundraisers and Advancement leadership to provide strategic prospect management support and ensure disciplined portfolio management, prospect assignment governance, and pipeline movement through a combination of data analytics, reporting, trend analysis, and continuous improvement of prospect management systems and workflows. Serving as both a strategic advisor and hands-on leader, the Associate Director leads the team’s efforts to optimize portfolios, strengthen pipeline health, and improve fundraising efficiency while collaborating across teams to contribute to a culture of trust, rigor, and shared responsibility. The Associate Director must possess a high degree of professionalism and be able to translate data findings into clear, actionable advice, ensuring consistent business standards and effective integration of data insights into the broader fundraising operation. Success in this role depends on the ability to work with tact and diplomacy across teams to influence decision-making upward to senior leadership, laterally with peers, and downward through coaching and guidance. The Associate Director leads a team of Prospect Management Analysts and manages the day-to-day operations of the Advancement Prospect Management function by establishing priorities, assigning data requests, and ensuring alignment with the Office of Advancement Strategic Plan. What you will do: In consultation with the Director, Prospect Development, leads the prospect management program, managing strategic prospect assignment, portfolio composition, and prospect movement to maximize fundraising potential. In consultation with the Director, Prospect Development, sets prospect management priorities to support campaign goals and partners with prospect research to provide multi-faceted views on portfolios and pipelines. Serves as a trusted advisor and subject matter expert to frontline fundraisers and Advancement leadership, recommending prospect assignments, reassignments, and clearances based on business rules, and synthesizing prospect intelligence and portfolio data to guide decision-making and optimize fundraising portfolios. Advises senior Advancement leadership, including the Chief Advancement Officer, Associate-Vice-Principal (Development), and the Associate Vice-Principal (Campaign) on prospect management strategy through analysis of donor capacity, engagement, and portfolio performance. Supports a data-driven decision-making culture, providing university leaders with insights that inform campaign strategy, pipeline development, and fundraising opportunities, and oversees preparation of proposal, pipeline, and prospect reporting for major and principal gift donors. Independently identifies, devises, and implements strategic plans to advance short and long-term priorities in support of Advancement and university fundraising goals. Develops, implements, and maintains prospect management policies, procedures, and standards to ensure fundraising activities follow best practices. Leads analysis of prospect and pipeline data, assessing portfolio health, solicitation progress, and other performance metrics, and translates findings into actionable recommendations that support development leadership. Supports Information Services team in work related to campaign planning, forecasting, predictive analytics, and reporting. Leverages CRM data to identify trends, gaps, and opportunities, including improving forecasting through proposal accuracy and facilitating prospect stage progressions through donor life cycles. Documents and prioritizes data needs, identifies process gaps, and implements improvements to enhance CRM functionality, streamline prospect management workflows, reduce redundancy, and increase data quality and usability. Develops and manages systems and procedures to identify and evaluate potential major and principal gift donors, ensuring integration of prospect intelligence and reporting tools within the CRM. Trains staff on prospect management concepts, portfolio/proposal best practices, and effective use of CRM, reports, dashboards, and related tools. Partners with Advancement teams to ensure appropriate data access, definition, documentation, governance, and reporting, including oversight of ad hoc reporting processes to ensure information is relevant and delivered in a timely and strategic manner. Develops clear and measurable key performance indicators (KPIs) and goals for Prospect Management engagement strategies, in collaboration with campus partners/clients. Plans, prioritizes, and manages the work of employees, providing strategic and tactical advice, guidance, and coaching. Identifies the need for staff resources, participates on staffing committees, and makes effective recommendations regarding employee selection. Manages performance by establishing performance standards, reviewing, and evaluating performance on an ongoing basis, and conducting talent reviews and formal annual performance reviews. Assesses staff training and development needs and ensures that employees receive training required to improve and sustain successful performance. Investigates, addresses, and resolves employee/labour relations issues, including making decisions regarding disciplinary and discharge matters. Undertakes other duties as assigned and in support of the unit and/or department. The Associate Director, Prospect Management also calls for: University degree. Minimum five years of progressive professional or managerial experience in fundraising, prospect research, or data analytics, including strategic portfolio management and reporting, in a complex, institutionally relevant environment, preferably with experience managing or supporting major and principal gift portfolios. Clear understanding of and strict adherence to ethical fundraising standards and supporting legislation. Demonstrated expertise in prospect management, portfolio optimization, pipeline analysis, and leveraging data to drive strategic decision-making and fundraising outcomes. Proven ability to analyze complex datasets, interpret trends, and translate findings into actionable recommendations to inform leadership and advance fundraising strategy. Experience leading continuous improvement initiatives and optimizing systems and workflows to enhance operational efficiency and effectiveness. Proven leadership and management experience with a demonstrated ability to define and communicate strategy and tie portfolio activity and planning back to overarching goals and the “big picture,” and the proven ability to promote inclusion in the workplace and effectively recruit, supervise, organize, direct, motivate and retain talented staff to achieve objectives, and work effectively with senior leadership. Experience preparing briefing notes, proposals, and other fundraising materials that translate prospect intelligence and portfolio data into actionable insights for senior leadership and key constituents. Proven experience in strategy development and implementation, project planning, program analysis, and meeting objectives of these plans. Proven experience leveraging and optimizing CRM and data management systems to improve prospect tracking, portfolio management, and reporting. Advanced knowledge of operating systems including Office 365, database packages, reporting tools, and the ability to implement and leverage new technologies to the Office of Advancement’s advantage. Knowledge and understanding of the Canadian philanthropic and university environment including the challenges faced by post-secondary institutions. Consideration will be given to an equivalent combination of education and experience. To apply to this grade 10 (salary range $94,000-$123,000), 12 month term appointment, visit https://queensu.njoyn.com/cl4/xweb/xweb.asp?tbtoken=YFxfSxMXCG93ZXdyMiNTCFtNcxJEcCJVAUggJy14E2FQXDJpWTYSLiUuQC4kXhdxdwkbUxFaS3cqWA%3D%3D&chk=ZVpaShw%3D&clid=74827&Page=JobDetails&Jobid=J0526-0540&BRID=448334&lang=1 by 11:59 PM (EST) Monday September 7, 2026, quoting competition J0526-0540. The Office of Advancement provides a competitive total compensation package, with salary commensurate with the applicant's relevant education and experience relative to the required qualifications as noted on the position description. The university thanks all who express an interest in this position and advises that only those selected for interviews will be contacted. The Office of Advancement at Queen’s is committed to embodying the principles of Indigenization, Equity, Diversity, Inclusion, Accessibility and Anti-Racism (I-EDIAA). As an employer, we value equitable opportunities and are working to nurture a culture of inclusion and belonging for all. Additionally, we encourage candidates from equity-deserving groups and those with lived experience of marginalization and oppression (including Indigenous, Black and People of Colour, Women, 2SLGBTQIA+ and Persons with disabilities) to apply. For more information, visit our Human Rights and Equity Office Website: http://www.queensu.ca/hreo The University is committed to the principles of the Accessibility for Ontarians with Disabilities Act (AODA). We seek to provide an inclusive and barrier-free work environment, beginning with the recruitment process and provide accommodations as needed for applicants with disabilities. If you require an accommodation throughout any stage of the recruitment process, please email [email protected].

The Associate Director provides operational leadership in transforming prospect data into actionable insights to drive fundraising strategy and decision-making. They lead a team of analysts to optimize donor portfolios, manage pipeline health, and improve overall fundraising efficiency.

Requires a university degree and at least five years of progressive experience in fundraising, prospect research, or data analytics within a complex institutional environment. Candidates must demonstrate expertise in CRM optimization, portfolio management, and the ability to lead and coach a professional team.

Identified from the job description. Confirm important requirements above.

• Prospect Management
• Portfolio Optimization
• Data Analytics
• CRM Management
• Pipeline Analysis
• Strategic Planning
• Fundraising Strategy
• Team Leadership
• KPI Development
• Stakeholder Management
• Reporting
• Trend Analysis
• Project Planning
• Donor Life Cycle Management
• Performance Management
• Business Process Improvement

• Management & Leadership
• Data & Analytics
• Education
• Finance & Accounting
• Government & Public Sector

Minimum education

Bachelor’s degree

Minimum experience

5+ years

Posting language

English

Working hours

40 hours per week

Seniority

Mid-Senior level