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Santa Clara University
Santa Clara, CA, United States (hybrid)
11 days ago
Santa Clara University
Santa Clara, California, United States (hybrid)
11 days ago



The Prospect Management and Analytics (PMA) team supports fundraising efforts at Santa Clara University by providing customized information and analyses that contribute to building and maintaining donor relationships and strengthening connections to the University. The PMA team works collaboratively with each other, the development officers, other teams in University Relations, and offices across campus to ensure the University meets its fundraising goals.

This is a great position to enter the field of prospect development as you will be exposed to all areas of this exciting field. Qualified candidates will demonstrate strong communications and organization skills, an ability to manage multiple deadlines, a curious mind and an ability to work independently. A minimum of 2-3 years of experience in prospect development, fundraising or a related field and a bachelor’s degree are required.

Reporting to the Senior Director of Prospect Management and Analytics (PMA), the PMA Operations Manager will work to ensure that the Senior Director and the PMA team receive a high level of operational and strategic support and will take the leadership and initiative to manage key infrastructure to the program. This is a new position within the PMA team and the incumbent will have a lot of autonomy to structure and build out the role.


  1. Administrative, Budget & Strategic Support
    • Provide advanced, diversified management of the day-to-day support for the PMA team ensuring efficiency and effectiveness of protocols and optimizing use of available resources.  
    • Proactively manage the onboarding of new employees
    • Lead team building and employee recognition activities for team members.
    • Evaluate the effectiveness of the team operations and recommend changes for enhancement.
    • Submit vendor contracts and invoices for review and approval in coordination General Counsel and Finance Office.
    • Prepare and reconcile all reimbursements, payment requests for PMA databases, services and subscription renewals according to University policies and procedures.
    • Prepare budget projections for a new fiscal year, track spending throughout the year, and analyze the projections and actual expenses.
    • Assist Sr. Director in the preparations of budget reports.
    • Submit financial transactions adjustment requests (FTAR’s)as necessary.
    • Prepare documents for PMA meetings and follow-ups.
    • Assist the Senior Director in developing, documenting, and implementing policies and procedures for the PMA office.
    • Assist in managing HR tasks.
    • May provide occasional UR front desk support.
    • Keep policies, gift officer liaisons and regions updated.
    • Coordinate proactive use of the CLARA (CRM) database to support moves management, including moves tracking, opportunity tracking, and task management.
  1. Prospect Management
    • Assist the PMA team with portfolio and moves management reviews as needed.
    • Manage  and update data and information related to prospecting in CLARA.
    • Oversee prospect assignments and demographic updates.
    • Manage the Moves Management Power Bi reports for prospect status issues and work with fundraisers and liaison as needed to get them updated.
    • In collaboration with PMA team, other team operation managers, and prospect managers, keep opportunities in CLARA updated and current at all times including linking gifts and making plans historical.
    • Assist the Senior Director in developing, documenting, and implementing policies and procedures for managing prospect information, and coordinating PMA team projects and workflow.
  1. Research
    • Manage and maintain alumni tracking alerts.
    • Keep alerts on key gift constituents and keep their records current and communicate any changes to the Prospect Manager and liaison.
    • Provide assistence in researching, analyzing, and maintaining information on prospective donors’ backgrounds, interests, and giving capacity using a variety of electronic databases, publications, and on-line services.
    • Assist with managing the annual wealth screening project.
    • Assist with screening prospects and verifying results on an ongoing basis.
    • Assist the PMA team with prospect research to be used for introduction profiles, full profiles and other formats to support the needs of the gift officers.
    • Assist with proactively suspecting using paid resources to build the PMA pipeline.
    • Research and keep a list of top executive alumni updated and current.
  1. Data and Reporting Projects
    • Refresh daily/weekly/monthly data exports for Power Bi and Tableau reports.
    • Manage data projects and clean-ups.
    • Run queries and lists using CLARA and Power Bi reports.
    • Create a system for report sharing and regularly send out progress reports to the appropriate stakeholders.
    • Other duties as assigned.



To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.

1. Skills:

  • Experience with CRMs especially Blackbaud CRM, Raiser’s Edge and Blackbaud and ResearchPoint a plus.

  • Some working knowledge and understanding of fundraising and donor relations concepts, principles, procedures and techniques preferred.

  • Candidate must be a self-starter, well-organized, and able to plan and execute projects from conception to completion.

  • Superior organizational and project management skills.

  • The ability to work independently as well as collaborate with Prospect Research teammates and work with frontline staff in a team-oriented approach.

  • The ability to sensitively deal with confidential information.

  • Proficiency and experience in Microsoft Office products, spreadsheets (including advanced Excel functions), Google products (i.e. Google docs, Gmail, etc.), and an ability and willingness to learn new software as needed.

2. Abilities:

  • Must be a goal oriented and self-motivated individual who can demonstrate accountability, initiative, creativity and focus in a rapidly changing and intellectually stimulating environment.

  • Demonstrate strong interpersonal skills and the ability to collaborate, build relationships, and achieve results within a population that may possess competing interests, opinions, and/or expectations.

  • Demonstrate strong active listening skills and ability to negotiate positive outcomes.

  • Positive attitude, sense of humor and flexibility.

  • Excellent oral and written communication skills.

  • Strong customer service skills and a proven ability to work patiently, persuasively, and effectively with a wide variety of people.

  • Understanding and appreciation of the mission of Santa Clara University and the vision and values of a Jesuit Catholic educational institution.

3. Education/Experience

  • Bachelor's degree required.

  • Minimum of five years of related professional experience.

  • Working for a higher education institution, non-profit organization, or related field preferred.


  • Considerable time is spent at a desk using a computer terminal.

  • May be required to travel to other buildings on the campus.

  • May be required to attend conference and training sessions within Bay Area or in- or out of-state locations,

  • May at times require physical labor.


  • Typical office environment.

  • Mostly indoor office environment.

  • Offices with equipment noise.

  • Offices with frequent interruptions.

A resume and cover letter are required for consideration.

Please follow link to apply:

EEO Statement

Equal Opportunity/Notice of Nondiscrimination

Santa Clara University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and California State laws, regulations, and executive orders regarding non-discrimination and affirmative action. Applications from members of historically underrepresented groups are especially encouraged. For a complete copy of Santa Clara University’s equal opportunity and nondiscrimination policies, see

Title IX of the Education Amendments of 1972

Santa Clara University does not discriminate in its employment practices or in its educational programs or activities on the basis of sex/gender, and prohibits retaliation against any person opposing discrimination or participating in any discrimination investigation or complaint process internally or externally. The Title IX Coordinator and Section 504 and ADA Coordinator is Jenna Elliott, Interim Director of Equal Opportunity and Title IX, 408-551-3043, , Inquiries can also be made to the Assistant Secretary of Education within the Office for Civil Rights (OCR). 

Clery Notice of Availability

Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website. To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.

Americans with Disabilities Act

Santa Clara University affirms its' commitment to employ qualified individuals with disabilities within the workplace and to comply with the Americans with Disability Act. All applicants desiring an accommodation should contact the Department of Human Resources, and 408-554-5750 and request to speak to Indu Ahluwalia by phone at 408-554-5750 or by email at

Job Information

  • Job ID: 66761599
  • Workplace Type: Hybrid
  • Location:
    Santa Clara, California, United States
  • Company Name For Job: Santa Clara University
  • Position Title: Prospect Management & Analytics Operations Manager
  • Job Function: Prospect Research & Management
  • Job Type: Full-Time
  • Job Duration: Indefinite
  • Min Education: BA/BS/Undergraduate
  • Min Experience: 2-3 Years
  • Required Travel: 0-10%

Please refer to the company's website or job descriptions to learn more about them.

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