Program Coordinator, Prospect Research and Management

Department: Alumni Relations & Development
Salary/Grade: EXS/5

Target hiring range for this position will be between $51,350-$53,000 per year. Offered salary will be determined by the applicant's education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data

Job Summary:

The Prospect Research and Management (PRM) team works with frontline fundraisers to build Northwestern University's pool of potential donors. The Program Coordinator plays a central operational and analytical role within the PRM team. This position supports research, reporting, data quality management, budget coordination, and vendor relationships, while also serving as a key liaison to teams across Alumni Relations and Development (ARD). The role combines structured project management, analytical thinking, and collaborative communication to strengthen prospect development efforts across the organization.

Ideal candidates need not have direct experience in this field. Rather, we are looking for candidates who are energized by working with large amounts of data and translating it into actionable insight, are excited by the idea of exposure to a varied array of assignments, and are enthusiastic about acquiring a skill set that will contribute to their professional growth within the organization. The PRM team values curiosity, thoughtful questions, and collaborative problem-solving. A proactive ability to identify business needs and propose solutions to them will set a candidate up for success. We prioritize accuracy and learning over speed when navigating new systems or unfamiliar tasks.

Please note: This role is eligible for a hybrid work arrangement, up to two days remote and three onsite

Specific Responsibilities:

Project Management and Administration

• Manage day-to-day operations of the PRM team
• Coordinate and support team-wide data analysis and quality initiatives
• Build and maintain reports that fill business gaps, increase efficiency, and simplify the collection of data for staff across ARD
• Manage PRM's data quality management process, correcting data errors and/or delegating clean up assignments to other PRM staff or fundraising teams, as appropriate
• Prepare and maintain team budget
• Act as liaison with third-party vendors and manage PRM's suite of subscription resources
• Negotiate and renew contracts, pay invoices, and prepare department expense reports
• Assist other members of the PRM as needed
• Act as point of contact for IT to ensure technology systems are properly installed and maintained

Communication and Outreach

• Serve as point of contact between PRM and other ARD teams in scheduling meetings, managing calendars, organizing portfolio reviews, and other communication needs
• Manage PRM's new employee onboarding process, tracking new hires, scheduling onboardings, and training both internal and external staff on PRM policies and business practices
• Oversee compilation of team communications, digest emails, reports, and other resources intended for the ARD community
• Maintain PRM team's presence on internal communication channels, such as the department KnowledgeShare (intranet)
• Develop working knowledge of research and prospect management policies and contribute to ARD staff's understanding of those policies
• Negotiate project deliverables firmly and respectfully, ensuring requestor satisfaction while maintaining realistic expectations and appropriate expenditure of resources

Prospect Research and Management

• Conduct prospect research by gathering, analyzing, and synthesizing financial, biographical, philanthropic, and relational information-using tools such as wealth screenings, research databases, data-mining platforms, news and financial feeds, and relationship-mapping resources-to assess capacity, affinity, engagement potential, compliance, and reputational risk
• Produce clear, accurate research deliverables - including profiles, capacity estimates, and analytical summaries - to support prospect identification, qualification, and strategic fundraising decisions
• Contribute to discussions on refinement of prospect management policies, business processes, and overall approaches to prospect development at ARD
• Collaborate with colleagues across ARD - including Reporting & Analytics, User Services, Gift and Record Services, and fundraising and engagement teams - to support shared goals and improve prospect development practices
• Participate in testing and review of reports, system functionality, and tools used throughout ARD.

Professional Development

• Maintain awareness of trends and technologies used in prospect development, fundraising, and the broader development profession and pursue ongoing professional development through conferences, trainings, and engagement with peer institutions and professional associations

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

• Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's degree or higher; OR appropriate combination of education and experience.

• 1 year program/project administration or other relevant experience.

Minimum Competencies: (Skills, knowledge, and abilities.)

• Ability to navigate Microsoft Office products

• Ability to manage multiple concurrent projects, track deadlines, and maintain accurate records using structured systems

• Ability to locate, interpret, and synthesize information from multiple sources to support research, reporting, and decision-making

• Ability to communicate clearly and diplomatically across teams and levels of seniority; exercise sound judgement when handling confidential or sensitive information

• Ability to learn new software, processes, and data systems quickly and apply them accurately in day-to-day work

• Ability to identify inconsistencies, anomalies, or outliers in data and bring them forward for review

• Ability to connect individual assignments to broader team and organizational goals, understanding how prospect research and data management contribute to fundraising strategies

• Ability and willingness to ask questions and seek assistance when unsure of how to resolve a situation or move forward on a project

Benefits:
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more.

Work-Life and Wellness:
Northwestern offers comprehensive programs and services to help you and your family navigate life's challenges and opportunities, and adopt and maintain healthy lifestyles.
We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.

Professional Growth & Development:
Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you're interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more.

Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern's non-discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.