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Assistant Director, Prospect Management At City of Hope

Location: Irwindale, California

Job Description

About City of Hope
City of Hope, an innovative biomedical research, treatment and educational institution with over 6000 employees, is dedicated to the prevention and cure of cancer and other life-threatening diseases and guided by a compassionate, patient-centered philosophy.

Founded in 1913 and headquartered in Duarte, California, City of Hope is a remarkable non-profit institution, where compassion and advanced care go hand-in-hand with excellence in clinical and scientific research. City of Hope is a National Cancer Institute designated Comprehensive Cancer Center and a founding member of the National Comprehensive Cancer Network, an alliance of the nation’s leading cancer centers that develops and institutes standards of care for cancer treatment.

City of Hope’s mission is to “turn hope into reality.” Focused on eliminating cancer, diabetes and other life-threatening illnesses, City of Hope has established itself as a world-class leader in transforming the future of health. Raising the philanthropic resources to fuel its leading-edge research, its exquisite and compassionate clinical care, and its advancement of biomedical education and training, is a vital component of the City of Hope model of success. Each member of the Office of Philanthropy is a stakeholder in this work, with personal accountability for his/her role in building a successful future of delivering new cures, treatments and education.

The Office of Philanthropy’s vision is to support this life-saving work by being known institutionally and nationally as a model of excellence among elite fundraising programs. Recent recruitments of nationally and internationally renowned faculty offer advancement leaders new opportunity for partnership among philanthropy, research and patient care.

To this end, we invest in our staff through the Team Activation Program (TAP) initiative. This initiative increases the effectiveness of our team through focused transparency & accountability, building trust within teams; training & development; celebrating innovation & risk taking; enhancing team communications and removing roadblocks to maximize activation. The TAP initiative ensures that the Office of Philanthropy is poised to move quickly, effectively and efficiently to maximize opportunities on behalf of City of Hope.

Position Summary
This position is part of City of Hope’s Prospect Development Office within the Office of Philanthropy, and reports to the Sr. Director, Prospect Management and Research. This position will work closely with colleagues on the Prospect Development team within Philanthropy and External Relations as a whole, and, as appropriate, with the broader City of Hope community as we seek philanthropic support to fulfill City of Hope’s bold mission.
Through prospect management, identification, tracking, data acquisition and analysis, the Assistant Director, Prospect Management deepens City of Hope’s institutional knowledge of its prospects by playing a vital role in helping the Office of Philanthropy meet its goals for prospecting, fundraising, engagement, communications, and stewardship. The Assistant Director, Prospect Management assists the Sr. Director to develop and implement best practices in support of a sophisticated, state-of-the-art Prospect Management department. The Assistant Director helps ensure that all products are consistently produced, of the highest quality, and meet the philanthropy staff’s needs for strategic planning.

Key Responsibilities include:
PSSP Program
  • Coordinate and support, in collaboration with the Sr. Director and the AVP, Clinical Major Gifts, the Patient Specialty Services Program (PSSP), including the daily uploading of the new patient-prospect file to the AccessHope database, performing wealth screening on the new names, assigning Principal Gift-level ($1M+) prospects to clinical major gift officers, conducting follow-up research as requested.
  • Assist the AVP, Clinical Major Gifts in facilitating weekly PSSP review meetings; capture meeting notes, discussion outcomes, and next steps; assign, reassign, and un-assign prospects and update the AccessHope database within three business days after each meeting.
Database, Systems, and Processes
  • Monitor daily contact reports submitted by fundraising staff; capture information to update corresponding fields in the database as needed to ensure data completeness and integrity; research and confirm contact report information as needed.
  • Work collaboratively with the Sr. Director, AVP of Prospect Development, Prospect Research, and Information Solutions to ensure optimal use and maintenance of the database.
  • Aid the Sr. Director in the design and implementation of efficient prospect management systems and processes; monitor the use of prospect management systems to ensure accuracy; assist with the maintenance of metrics reports on Prospect Management activities.
Prospect Assignment
  • On a daily basis, review requests for prospect assignment, reassignment, and unassignment; ensure requests align with the criteria by which prospects will be assigned (COH rating, giving, patient status, other demographic data); make assignment changes in the AccessHope database and/or, follow-up as needed, for more information.
  • Along with the Sr. Director, ensure the flow of prospects from the Grateful Patients Program, recent donor lists, City of Hope events, people on the move to field officer portfolios is optimal and efficient.
Prospect Research
  • Proactively identify, research, and analyze new and existing donors and prospects for gift cultivation; complete prospect research ratings for all new PSSP prospects with a $1M+ estimated gift capacity.
  • Work collaboratively with Prospect Research colleagues.
  • Perform special research projects as assigned by the Sr. Director and/or the AVP of Prospect Development.
  • Assist in the implementation of office-wide policies and procedures that assist in the efficient management and coordination of all activities related to prospect management.
  • Work collaboratively with the Sr. Director in preparing current and long-range program plans and operational goals in cooperation with the short- and long-term strategic plan.
Solicitation Clearance
  • Prepare bi-weekly solicitation clearance request report and facilitate solicitation clearance approval process; mark solicitation clearance requests as approved or denied in the AccessHope database; ensure compliance with the solicitation clearance process, including following-up on requests that have expired and need to be renewed.
Serve as a role model for the Office of Philanthropy
  • Act as spokesperson for City of Hope activities as requested.
  • Participate in search committees, task forces and other special projects.
  • Demonstrate an ability to solve problems, overcome hurdles, and navigate sensitive issues with discretion, tact and strong communication skills.
  • Develop and maintain productive relationships with City of Hope faculty and staff to support fundraising initiatives for COH priorities.
  • Possess thorough knowledge of the key fund-raising priorities for COH.
  • Acts as an integral member of the Prospect Development team and adheres to the Prospect Development Team Standards by ensuring that prospect management and research products meet the highest standards of analysis and factual accuracy; proof/edit materials produced for distribution while maintaining scrupulous attention to matters of discretion and confidentiality.
  • Ensuring department compliance with HIPAA and other federally and State required data policies/best practices.
  • Supporting the establishment and implementation of best practices for data-driven prospect management across all divisions and units in the Office of Philanthropy.
  • Providing a high level of service to all relevant teams and work collaboratively to meet City of Hope goals.
  • Keeping informed of latest innovations in prospect management and determine their applicability/ usefulness to our work at City of Hope.