Prospect Research and Data Coordinator at Bay Path University – Longmeadow, Massachusetts

JOB SUMMARY:
Are you passionate about data analytics, prospect research, and making a meaningful impact in higher education fundraising? Bay Path University is looking for a curious, detail-oriented professional to join our Advancement Services team as a Prospect Research and Data Analyst.
This is an exciting opportunity to apply your skills at the intersection of two high-demand fields: prospect research and advancement data analytics. You will play a meaningful role in helping Bay Path identify and cultivate relationships with donors who share our commitment to transforming lives through education.
Reporting to the Director of Advancement Services, you will conduct prospect and pipeline research, uncovering donor capacity and interests, building profiles that guide fundraiser outreach, and tracking how prospects move through the fundraising pipeline. You will also contribute to the health of our fundraising database, supporting data quality, reporting, and system administration.

This role is well-suited for someone early in their advancement career who brings strong research instincts, comfort with data, and a genuine interest in Higher Education. If you are ready to grow into a versatile advancement professional and want to do meaningful work in a collaborative, mission-driven environment, we encourage you to apply.

ESSENTIAL JOB FUNCTIONS:
Prospect Research, Strategy, and Pipeline Management (60%)

Prospect Identification and Screening (30%)

• Conduct proactive prospect identification through wealth screening, database analysis, and strategic research
• Coordinate annual comprehensive wealth screening and quarterly targeted screenings
• Evaluate screening results, prioritize prospects for further research, and track screening effectiveness metrics

Research and Profiling (30%)

• Partner with Gift Officers to support and respond to prospect research requests
• Conduct comprehensive biographical, career, philanthropic, and wealth research using available tools and public sources.
• Develop detailed prospect profiles including capacity ratings, affinity indicators, propensity assessments, and recommended engagement strategies
• Maintain research files and documentation in Raiser’s Edge NXT
• Track research request volume, turnaround time, and quality metrics
• Coordinate wealth screening services with Blackbaud and supplemental vendors as appropriate.
• Apply consistent qualification criteria (capacity, affinity, propensity) to assist the Director of Advancement Services and Fundraisers prospect readiness for major gift cultivation
• Support portfolio assignments and balancing efforts by analyzing prospect data, while assisting with moves management processes in Raiser’s Edge NXT, including maintaining pipeline stages and tracking prospect progress
• Provide monthly pipeline health reports to leadership and the fundraising team

Data Support, Database Administration, and Analytics (30%)
Database Administration Support (10%)

• Serve as secondary administrator for Raiser’s Edge NXT, providing coverage and operational continuity for the Director of Advancement Services
• Assist with database configuration including custom fields, tables, codes, and system settings as directed
• Troubleshoot database issues and provide technical support to advancement staff
• In coordination with the Director of Advancement Services, maintain user accounts, permissions, and security protocols

Data Quality and Governance Support (10%)

• Assist with data cleanup initiatives
• Monitor data completeness metrics (email, phone, address, biographical information) and flag issues for resolution
• Adhere to and help enforce data governance standards and data entry best practices
• Assist data imports related to prospect screening files and enrichment programs
• Ensure compliance with data privacy regulations (FERPA, HIPAA where applicable) in all data handling activities

Reporting and Analytics Support (10%)

• Create and maintain reports in Raiser’s Edge NXT and assist with dashboards to support fundraising operations and monitor pipeline performance
• Prepare monthly and quarterly performance reports as directed by the Director of Advancement Services
• Collaborate with fundraising directors and gift officers to align prospect intelligence with cultivation priorities
• Partner with Director of Advancement Services on data quality issues affecting prospect management and fundraising operations
• Coordinate with Annual Giving team on prospect identification from annual fund participants

Administrative and Other Duties (10%)

• Maintain accurate and complete records in Raiser’s Edge NXT
• Protect confidential prospect and donor information in accordance with ethical research standards and university policy
• Attend advancement team meetings and university events as appropriate
• Attend training as required
• Perform any other duties or tasks as assigned by the University

Required:

• 1-3 years of combined experience in prospect research, advancement services, fundraising analytics, or database management.
• Demonstrated research skills to synthesize information from multiple sources and present findings clearly and concisely.
• Experience with CRM/database systems; Raiser’s Edge NXT experience preferred.
• Strong analytical and critical thinking skills with exceptional attention to detail.
• Proficiency with Microsoft Office Suite (Excel, Word, PowerPoint) and Google Workspace.
• Excellent written and verbal communication.
• Ability to manage multiple projects simultaneously and meet deadlines.
• Strong organizational skills and ability to work independently.
• Commitment to confidentiality and ethical research practices.

Preferred:

• Experience in Advancement Operations, preferable within Higher Education.
• Familiarity with wealth screening tools (Blackbaud, iWave, WealthEngine, DonorSearch, or similar).
• Working knowledge of SQL or ability to write database queries.
• Experience with data visualization tools (Tableau, Power BI, or similar).
• Understanding of philanthropic giving patterns and major gift fundraising.
• Experience with data cleanup, deduplication, or data quality improvement projects.
• Familiarity with advancement metrics, KPIs, and reporting standards.

Additional Requirements:

• Ability to establish and maintain effective working relationships with all members of the University community including students, faculty, staff, and administrators.
• Ability to adhere to university policies and procedures.
• Ability to handle confidential information with discretion and within FERPA and HIPAA guidelines.
• All new employees must complete the FERPA, Anti-Harassment, and any other required online training within 15 days of employment.
• General knowledge of the University’s mission, purpose and goals and the role this position plays in achieving those goals.