Prospect Management Coordinator, Prospect Research, VP Development and Alumni
- Job ID: 36776
- Location: Main Campus, University of Calgary
- Location: Calgary, Canada (Only candidates who are eligible to work legally without work visa sponsorship in Canada will be considered)
- Contract Type: Full-time Staff (35 hours per week), Limited Term of approximately 24 months
- Hiring Salary Range: CAD $49,267 to $71,799 per annum
- Target Start Date: As soon as possible.
- Application Closing Date: February 12, 2026
We would like to take this opportunity to acknowledge the traditional territories of the people of the Treaty 7 region in Southern Alberta. The City of Calgary is also home to Métis Nation within Alberta (Nose Hill Métis District 5 and Elbow Métis District 6).
Description
The Prospect Research Team within VP Development and Alumni is currently seeking a Full-time Staff Limited Term Prospect Management Coordinator for approximately 24 months.
The Development Office exists to source and generate money and gifts-in-kind for the mutual benefit of the University of Calgary and its supporters. This goal is accomplished under the direction of the Vice President, Development.
The Prospect Management Coordinator reports directly to the Manager, Pipeline Development, and maintains close working relationships with other members of the Prospect Research and Pipeline team, the Advancement Data team, as well as the Directors and Associate Directors of Development and their teams (Centrally and Faculty based). This position, therefore, plays a crucial role in promoting and facilitating a collaborative and supportive work environment.
This position is responsible for the upkeep of the prospect management module in BlackBaud CRM, including facilitating communication across departments. The incumbent will play a critical liaison role with the Advancement Office, assisting fundraisers in adhering to the prospect management system. This position supports the overall goal of advancement by ensuring accurate and timely capture of relevant information on current donors and prospects that will help guide decision-making and generate gifts for advancement goals.
The incumbent must possess superior time-management skills in order to deal with multiple projects and priorities with potentially overlapping deadlines. Issues underlying projects can be complex, requiring judgment and tact in dealing with colleagues that are affected. A strong understanding of the University's mission, values and plans is key, as work often affects internal and external stakeholders including donors, fundraisers, recipient units of gifts. Commitment to accuracy of work and specialized knowledge is critical.
The position has a high volume of work driven by constant deadlines. The normal shift is 7.0 hours per day, five days per week, Monday to Friday. This position is part of the AUPE Collective Bargaining Unit.
The primary purpose of the position is to work with faculties to determine limitations they are having with their fundraising. Specifically, this position will determine strategies for fundraising shortcomings by understanding what meetings have taken place with potential donors and what deficiencies there are in their fundraising goals. This is a client-centred role that requires regular contact with faculties and stakeholders.
Additionally, they will manage the optimal, ethical, and donor centred Prospect Management process and data, in the Advancement Database (BlackBaud CRM), so as to support the long-term and sustainable identification, cultivation, solicitation and stewardship of the University of Calgary donors; and to ensure the integrity of the Prospect Management information in the database by monitoring the work of Advancement staff. The successful candidate will:
- Monitor and ensure that the prospect management database records are accurate and up-to-date.
- Facilitate the communication between all Relationship Managers on prospect records with multiple engagement records.
- Provide ongoing advice to new and existing clients. Implement Prospect Management related procedures. Create and analyze reports from the database.
- Work in partnership with Prospect Research Liaisons.
- Perform other duties as assigned.
Summary of Key Responsibilities (job functions include but are not limited to):
Client-Centred Accountabilities
- Building positive relationships with assigned units and fundraisers with the pipeline team.
- Assisting fundraisers in adhering to the prospect management system..
- Regular contact with Directors and Assistant Directors of Development and their support team to coordinate assignment of prospects, and status of pipelines.
- Promoting coordination of prospect actions and recommending strategy meetings for Directors and Assistant Directors of Development. This requires a high degree of tact and university understanding.
- Identifying issues with the pipeline and bringing them to the attention of the Manager, Pipeline Development and fundraising teams, with recommendations.
- Build a strong knowledge of university fundraising priorities to guide collaboration on prospects across faculties.
Coordinator Accountabilities
- Monitor and ensure the accurate use of the Prospect Management module in the database.
- Coding records of engagement from team briefing and contact notes into the database in appropriate fields.
- Creating complex data queries and providing sound analysis of data queries.
- Creating dashboards and complex reports in Tableau and Power BI in coordination with advancement data colleagues.
- Conducting preliminary research on identified prospects and donors including biographical and philanthropic interest and coding the information on the prospect record for use by development staff.
- Extracting relevant information from contact reports to create, code and update records of engagement appropriately.
- Maintaining up-to-date documentation on prospect and donor record, ensuring that it is comprehensive, current, and user-friendly.
- Proactively identify opportunities to capture additional information in constituent database fields, as necessary.
- Preparing strategy for and securing key meetings with high-level internal and external meetings for the Development Team.
- Proactively identify opportunities to capture additional prospect management information in database fields, as necessary.
- Handle information on prospects ethically, accurately, and confidentially.
- Pleasantly and respectfully interact with co-workers, supervisor, members of the University community, donors, volunteers etc.
- Other duties as required and assigned related to prospect management.
Qualifications / Requirements:
- Completion of a 2-year diploma program, preferably in Business Administration, Communications, or a related field is required for this position. Completion of a University degree is considered an asset.
- Minimum of 2 years experience in a fundraising environment, preferably in prospect management, or equivalent amount of relevant experience in development, academic, non-profit or corporate environment, is required. Experience at the University of Calgary is an asset.
Other qualifications include:
- Ability to contribute expertise and solve problems in a collaborative manner to achieve greater results. Knowledge of the purpose and function of prospect management to successful fundraising activities.
- Ability to work both independently as well as part of a team, and with diverse clients, and to work effectively in a large, complex, dynamic and sophisticated organization.
- Expertise in Excel and experience utilizing databases (BlackBaud CRM) and data visualization platforms (Tableau, PowerBI) to review donors, produce queries and reports, and update records.
- Strong organizational and time-management skills, and attention to detail and accuracy Ability to multi-task, prioritize and meet deadlines.
- Demonstrated professionalism, tact and maturity in handling highly sensitive and confidential information ethically and with discretion.
Application Deadline: February 12, 2026.
We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.
This position is part of the AUPE bargaining unit, and falls under the Specialist / Advisor Job Family, Phase 2.
For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.
About the University of Calgary
UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.
The University of Calgary has launched an institution-wide Indigenous Strategy ii' taa'poh'to'p committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.
The university's commitment to the Indigenous Strategy is evident through the oversight of 18 Elders serving on the Circle of Advisors and the many unit-based circles working towards implementation of the strategy including the Faculty Advisory Circle and teams such as the Office of Indigenous Engagement, the Writing Symbols Lodge, and the Indigenous Research Support Team. Many Indigenous-based events and processes are impacting curriculum, programming and polices at the University of Calgary.
As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Institutional Commitments (oic@ucalgary.ca) and requests for accommodations can be sent to People & Culture (hrhire@ucalgary.ca).
Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.
We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.