Item 3.P-June 18, 2010
ADMINISTRATIVE FACULTY POSITION DESCRIPTION QUESTIONNAIRE
To expedite and facilitate the PDQ review process, please send the PDQ and Org Chart electronically to
marshag@unr.edu for discussion and for initial review before routing PDQ for approval signatures.
Questions - call UNR Faculty HR at 682-6114
INSTRUCTIONS: See http://www.unr.edu/vpaf/hr/compensation/placement.html for complete instructions.
Incumbent(s) Name (if applicable): Vacant (Coord-10805);
Greg Lehto (Asst Mgr-17364); Dean Dietrich (Mgr-16527)
Current Title: See below
Position #(s): 10805; 17364;
16527
Current Range: 1,2,3
Department: Development and Alumni Relations
College/Division: Vice President,
Development and Alumni Relations
Account #(s): 1201-103-0004 (#17364); 1101-103-0001 (#16527)
Action Proposed: (check all that apply)
( ) New position: Proposed Range:
Proposed Title:
( ) Title Change, Proposed Title:
( ) Proposed Reassignment from Range
to Range
( ) Revised PDQ only (no change in range or title)
(X ) Line of Progression (show titles below)
JCC
(Current
Range: or new HR
assigned):
Coordinator, Prospect Research (3C:CM8509;CC282;E)-10805
1
76068
Assistant Manager, Prospect Research (3C;CM8509;CC282;E)-17364
2
77668
Manager, Prospect Research (3C;CM8509;CC282;E)-16527
3
76776
I certify that the statements in this description are accurate and complete to the best of my knowledge.
____________________________________________________________
Employee’s Signature
__________________
Date
I/we have reviewed the statements in this form and they accurately reflect the job assignments.
____________________________________________________________
Immediate Supervisor’s Signature
__________________
Date
____________________________________________________________
__________________
Director/Chair/Dean
Bruce Mack
Date
Associate Vice president, Development & Alumni Relations
Approved for Salary Placement Committee review.
____________________________________________________________
__________________
Pres / Vice Pres / Vice Prov Signature John Carothers
Date
Vice President, Development & Alumni Relations
Action Approved by the President (Completed by Faculty HR):
Position #: Various
EEO Code: 3C
CUPA Code: see above
Exempt: Yes or No Census Code: see above
Job Class Code:
Range:
Effective Date:
Approved Title:
____________________________________________________________
__________________
Employee Signature
Date
(Employee signs and sends to HR for personnel file after PDQ has been “final” stamped for approval)
Rev: 12/1/2008
Position Description – Prospect Research – Coordinator, Assistant Manager, Manager
Page 2
1. Summary Statement: State the major function(s) of the position and its role in the
university. Attach an organizational chart with positions, ranges, and names for the division
which reflects the position in it as well as those supervised in the department. (This section is
used for advertisement of the position.)
The Prospect Research area of Development and Alumni Relations (DAR) is responsible for
supporting the development and campaign efforts of the University of Nevada, Reno (UNR).
Range 1 - Coordinator:
The Coordinator reports to the Manager and assists in the retrieval of information to fulfill requests for
research on individual, group, board, corporate, and foundation prospects. Requests for such
research typically come from school constituent Development Directors, the Office of the President,
and the Office of Vice President and/or Associate Vice President for DAR.
Range 2 – Assistant Manager, same as Range 1 above plus:
The Assistant Manager reports to the Manager and receives and processes requests for development
research for individual, group, board, corporate, and foundation prospects. This position assists the
Manager with training and oversight of the prospect research coordinators in the department. The
position contributes to the development of policies and procedures governing prospect research and
assists with the review of research prepared in the department.
Range 3 – Manager, same as Range 1 and 2 above plus:
The Manager reports to the Associate Vice president, DAR. The Manager is responsible for
supervising lower level researchers and managing the activities necessary to identify and research
potential and current prospects and for screening both peer and database, and to provide proactive
prospect tracking, solicitation, and proposal tracking, and prospect research in support of
development and campaign efforts of UNR.
2. List the major responsibilities, including percentage of time devoted to each. Provide
enough detail to enable a person outside the department to understand the job (percentage
first with heading and then bulleted information).
Range 1 - Coordinator:
60% - Research and Prospect Management
 Utilize state and local public records, the Internet, local and national newspapers, Dun &
Bradstreet, and other sources to locate information on potential donors
 Research individuals, foundations, and corporations for information which will help to guide
qualification, cultivation, solicitation and follow up
 Assist with the more complex volunteer and donor summits, receptions, peer screenings, and
other fundraising activities
 Coordinate invitations, mailing lists, reservations and other duties involved in a capital
campaign
20% - File Maintenance
 Oversee the maintenance of prospect research files
 Prepare and distributes weekly, monthly, and quarterly reports
20% - Data Maintenance
 Correct, update, and enter research findings and constituent information in the Raiser’s Edge
Database
 Abide by all department and division protocols with respect to data security and confidentiality
 Perform basic queries and produce basic reports as needed
Position Description – Prospect Research – Coordinator, Assistant Manager, Manager
Page 3
Range 2 – Assistant Manager, plus Range 1 duties above:
65% - Research and Prospect Management
 Research individuals, foundations, and corporations for information which will help to guide
qualification, cultivation, solicitation and follow up
 Prioritize timelines for the turnaround of requested research documents
 Develop and contribute to special projects with the aim of identifying new prospective donors
and groups of donors for the university’s programs
 Conduct in-depth research into particular topics or areas, data analysis, and electronic
screening, among other techniques
 Assist Development Directors with related projects as needed
20% - Training and Mentoring
 Assist the Manager in the training of the prospect research coordinator(s)
 Review, edit, proofread, and fact-check profiles as assigned
 Develop and run queries and reports to insure integrity of data entered in the Raiser’s Edge
database
15% - Reporting
 Under general supervision, prepare research reports on prospects and potential prospects
 Provide prospect research in various depths and formats for different audiences and
occasions
Range 3 – Manager, plus Range 1 and 2 duties above:
25% - Research and Prospect Management
 Work with other departments within DAR to strategically place prospects, both potential and
current, into the most appropriate events to include dinners, sporting events, concerts, etc.
 Prioritize timelines for the turnaround of requested research documents, who should be copied
on research documents, and what level of clearance must be obtained for various types of
research requested
 Support and have an awareness of efforts within DAR to meet fundraising goals, campaign
efforts, and other development objectives
 Compile information into various outputs, i.e., written profiles, entries into Raiser’s Edge
database and hard copy files; reports will be provided to the President, Vice President of
Development & Alumni Relations, Development Officers, and others as needed
 Research development-related topics as assigned
 Identify new groups of individuals within the database to be screened
 Oversee the peer screening process to include selection of prospects to be screened, and
working with Development Directors to select screening parameters
 Proactively and responsively provide strategic and tactical options, along with linkages
between potential donors
 Maximize use of internet capabilities
 Develop and maintain a comprehensive system of prospect files, both electronic and hard
copy
 Facilitate between the Development Directors and the annual fund the most productive
division of each area’s alumni to strategically pinpoint giving
 Manage systems to proactively and responsively provide research on prospective major
donors, foundations, corporations and other potential funding sources
 Support efforts within DAR to meet fundraising goals and other development objectives
 Compile information to various outputs: written profiles, entries into Raiser’s Edge database
and hard copy files
 Provide reports to the President, Vice President and Associate Vice President, DAR and
others as needed
Position Description – Prospect Research – Coordinator, Assistant Manager, Manager
Page 4
25% - Prospect Tracking Management
 Ensure that Development Directors maintain accurate and on-going accounting for all
prospects assigned to them through the prospect tracking management system, which
includes prioritization and implementation of the next action, ensuring contact notes are
entered into each action and providing reports that define each solicitor’s assignments,
cultivation, solicitation and stewardship projects
 Design, execute and ensure effectiveness of a system of tracking prospects from initial contact
through cultivation, to solicitation and finally into stewardship that provides a reasonable
assurance that operations are effective, efficient and information is reliable
 Chair the Development Directors Prospect meeting and maintain a system to track all
individual/corporate/foundation proposals and solicitations
20% - Training and Supervision
 Supervise and train research staff and assign accountabilities in support of effective and
efficient operations of the area
20% - Information Security and Confidentiality
 Establish policies and procedures that protect the security and confidentiality of critical
information related to donors and prospects
10% - Fiscal Management
 Develop research budget and allocate resources
3. Describe the level of freedom to take action and make decisions with or without
supervision and how the results of the work performed impact the department, division and/or
the university as a whole.
These positions play a central role in major fundraising campaigns on the UNR campus. The
incumbents deal with research into sensitive financial and philanthropic information about alumni,
friends, and potential donors of high net worth. Major fundraising campaigns are critical to UNR as
they will result in private financial support necessary for the university to undertake projects and
programs which are not provided by state allocation or from tuition income.
Level of Freedom:
Range 1 - Coordinator:
Incumbent works independently but with direct supervision. Incumbent works in consultation with the
Assistant Manager and completes specific but multiple tasks with specific administrative guidance
concerning priorities and procedures to be used.
Range 2 – Assistant Manager, same as Range 1 plus:
Incumbent must work independently under limited supervision and with some latitude for initiative.
Incumbent completes a variety of difficult but usually fairly well defined and related problems by
applying precedent, policies and procedures. Absent other forms of guidance, decisions are made in
consultation with the Manager.
Range 3 – Manager, same as Range 1 and 2 plus:
The primary responsibility of this position is to facilitate the systemization of research on prospective
donors and control the process in which they are solicited. Incumbent must work independently with
little direct supervision and with considerable latitude for initiative and independent judgment.
Incumbent applies broad policies to problems and situations not falling clearly within precedents and
may require adopting or modifying methods to meet changing conditions. Decisions outside these
parameters are made in consultation with the Vice President and/or Associate Vice President, DAR
and for strategic decisions.
Position Description – Prospect Research – Coordinator, Assistant Manager, Manager
Page 5
Impact:
Range 1 - Coordinator:
It is imperative that the information provided by this position be accurate and of high quality, as poor
information about donors and prospects would be detrimental to the achievement of fundraising goals.
If confidential information were to be compromised in any way, then it could adversely affect both the
institutional image of the university, and the Foundation’s ability to raise funds.
Range 2 – Assistant Manager, same as Range 1 plus:
Inadequate performance may result in delays or inefficiencies in fundraising efforts.
Range 3 – Manager, same as Range 1 and 2 plus:
Actions contribute indirectly to university accomplishments to the extent that inadequate performance
has a detrimental effect on the achievement of university fundraising goals. The judgment of and
decisions made by this position impact the unit’s ability to attract and retain donors who are critical to
the financial and strategic goals of the university.
4. Describe the knowledge, skills (to include cognitive requirement and verbal and written
communication), and abilities (to include task complexity, problem solving, creativity and
innovation) essential to successful performance of this job (in bullet format).
Knowledge of:
Range 1 - Coordinator:
 Computer hardware and software capabilities and information management, including
databases and spreadsheets
 Principles and practices of fundraising
Range 2 – Assistant Manager, same as Range 1 plus:
 Fundraising terminology and processes
 Prospect research, research databases, library resources, and internet searching
 Data analysis
 Relational databases
 The needs associated with different kinds of development research reports, biographical
sketches, etc.
Range 3 – Manager, same as Range 1 and 2 plus:
 Methods for tracking and reporting a wide range of research requests
 Prospect research ethics and knowledge of methods for maintaining security and integrity for a
number for individual/corporate/foundation records and files
 Proactive prospect identification techniques such as data segmentation, third-party database
screenings, peer constituency screenings and ratings, and mail and electronic surveying
 Prospect research resources including online, hardcopy, and third-party services
 Workings of a development office, including capital campaigns, major gifts, annual giving
programs, and prospect screening
 Higher education fundraising and development
 Human resources management and supervision
 Design and management of prospect research procedures and practices
Skills:
Range 1 - Coordinator:
 Interpersonal and public relations and customer service skills, including the ability to interact
effectively with coworkers, students, volunteers, administrators, and donors
 Proficiency in use of a personal computer and current software applications including but not
limited to Microsoft Office Suite (Word, Access, Excel, PowerPoint, and email)
 Attention to detail
Position Description – Prospect Research – Coordinator, Assistant Manager, Manager


Page 6
High level of initiative, creativity and collaboration
Marketing skills
Range 2 – Assistant Manager, same as Range 1 plus:
 Working with database programs and associated software and in retrieving information
efficiently, concisely and creatively
 Responding to and gathering background, philanthropic, and financial information for a variety
of research requests
 Interpretation and analyses of a wide variety of documents and resources used in prospect
research
 Supervisory skills, including an ability to teach and mentor staff and to achieve results
 High degree of attention to detail
Range 3 – Manager, same as Range 1 and 2 plus:
 Implementation and management of a development research office
 Establishment of quality control protocols and balance of work-load responsibilities
 Proficiency in anticipating and incorporating development trends into research operations
 Excellent written and verbal communication in order to listen and communicate persuasively
and effectively
 Effective management and supervision skills
 Fiscal management and budget development
 Leadership skills
Ability to:
Range 1 - Coordinator:
 Produce analytical reports
 Apply established rules and procedures and make decisions that affect quality, accuracy, or
effectiveness of results
 Strictly adhere to the highest professional ethics, confidentiality, discretion and judgment due
to the sensitivity of information and data
 Understand and implement University’s Donor Information Confidentiality Policy
 Act with tact and sensitivity
Range 2 – Assistant Manager, same as Range 1 plus:
 Work effectively with a large and diverse staff, alumni, and volunteers
 Glean information from a wide variety of sources, making appropriate selections from
background materials, background checks, etc.
 Research issues/situations, develop and provide solutions, make appropriate decisions, and
implement solutions; bring concerns to management
Range 3 – Manager, same as Range 1 and 2 plus:
 Learn, interpret, and apply complex computerized processes, and a wide range of
documentation, statistics and spreadsheet information with minimal guidance
 Supervise, train, mentor, and motivate other researchers
 Educate and train other university staff on the use of development software and research
 Share ideas and convey them in an efficient manner
 Work effectively with a large and diverse staff, alumni, volunteers, advisory boards, and
potential donors
 Recruit, hire, supervise, manage, train, and evaluate staff
 Be an effective role model exercising sound judgment, initiative, and creativity
 Be committed to the educational, research, outreach and service mission of the university
Position Description – Prospect Research – Coordinator, Assistant Manager, Manager
Page 7
5. Describe the type of personal contacts encountered in performing the duties of the job.
Explain the nature and purpose of these contacts: i.e., to provide services, to resolve
problems, to negotiate.
Internal
Range 1 - Coordinator
Co-workers
University administrators
Reason for Contact
To exchange ideas and information, provide training, impart
knowledge
To resolve problems, provide information and clarify issues
Range 2 – Assistant Manager
All levels of UNR personnel
Same as Range 1, plus:
To supply reports requested by department personnel, deans, vice
presidents and the President
Range 3 - Manager
College-based development
directors
Same as Ranges 1 and 2, plus:
To facilitate and coordinate major gift fund raising efforts within the
community
External
Range 1 - Coordinator
Vendors
Alumni, students and volunteers
Reason for Contact
Donors, potential donors,
business and community leaders
To resolve problems, place orders and negotiate
To resolve problems, provide information, provide direction, assign
and schedule tasks
To provide and/or gather information, resolve problems or facilitate
functions
Range 2 – Assistant Manager
Donors, potential donors,
business and community leaders
Same as Range 1, plus:
Occasionally to provide and/or gather information, resolve
problems, or facilitate functions
Range 3 - Manager
Donors, potential donors,
business and community leaders
Same as Ranges 1 and 2, plus:
Frequently to provide and/or gather information, resolve problems
or facilitate functions
6. Indicate the minimum qualifications which are necessary in filling this position should it
become vacant. Please keep in mind the duties/responsibilities of the position rather than the
qualifications of the incumbent.
a.
Minimum educational level, including appropriate field, if any.
Range 1 - Coordinator:
Bachelor’s Degree from a regionally accredited institution
Range 2 – Assistant Manager:
Bachelor’s Degree from a regionally accredited institution
Range 3 - Manager:
Bachelor’s Degree from a regionally accredited institution
Position Description – Prospect Research – Coordinator, Assistant Manager, Manager
Page 8
b.
Minimum type and amount of work experience, in addition to the above required
education necessary for a person entering this position.
Range 1:
Bachelor’s Degree and one year of experience of comparable professional experience
or a Master’s Degree
Range 2:
Bachelor’s Degree and two years or a Master’s Degree and one year of comparable
professional experience
Range 3:
Bachelor’s Degree and four years or a Master’s degree and two years of progressively
responsible professional experience in research and data management to include
supervisory experience
Ranges 1-3:
Preferred Licenses or Certifications: None
c.
Indicate any license or certificate required for this position.
Ranges 1-3:
None