POSITION TITLE: Gift Planning Associate
POSITION OBJECTIVE: This position reports to the Director of Gift Planning and provides administrative support to one or more professionals. Manages the daily operations and performs all administrative duties to support and communicate the Gift Planning Program, ensuring a timely and efficient response, reporting, and accountability to all internal and external constituencies. Responsibilities include the coordination and administration of all life income gifts and bequests, including the preparation of proposals, life income calculations, associated legal documents, reports and correspondence. The Gift Planning Associate assists with the coordination of the Gift Planning marketing and communications plan.
- Manage the flow of all documents and correspondence for the Office of Gift Planning. Understand the functions of the office and maintain sufficient familiarity with life-income vehicles in order to respond to initial donor inquiries. This includes the use of planned giving software (PGCalc) in order to prepare gift illustrations and proposals for colleagues in the department of Alumnae/i Relations and Development, determine annuity rates and charitable deduction for participants and prospective participants.
- Assist with aspects of the Gift Planning marketing plan by coordinating with the Bryn Mawr Fund, College Communications, and outside vendors for fulfillment; track marketing and communications initiatives to determine rate of response and return on investment. Provide support for incoming mail and assistance with large mailings.
- Act as liaison with major prospects, donors and volunteers in the absence of the Director of Gift Planning and/or the Assistant/Associate Director of Gift Planning.
- Acquire thorough knowledge of PeopleSoft database system. Coordinate processing of planned giving commitments, including appropriate entry and follow-up; maintain PeopleSoft database files and perform other necessary database management activities for life-income gifts and bequests. Provide regular reports from database of life income gifts and participants.
- Ensure that acknowledgment and document processing of all life income gifts takes place in a timely manner. Monitor and report changes of address, direct deposit, and other program relevant personal information for participants.
- Serve as primary day-to-day contact with Bryn Mawr’s custodial bank for life income gifts. Currently, the agent is State Street Global Advisors.
- Ensure accurate and timely bequest stewardship and administration. Work closely with the CFO and Comptroller’s office to maintain tracking system for pending estates and bequests; this includes use of PeopleSoft. Coordinate the opening, administration, collection and closing of all pending estate distributions and maintain files in deceased alumnae file system. Act as liaison with estate attorneys and/or executors where Bryn Mawr has been named as a beneficiary. Provide regular updates on bequest administration status.
- Provide administrative and clerical support to the Director of Gift Planning, Assistant/Associate Director of Gift Planning and gift officers in all aspects of charitable gift planning.
- Provide administrative and clerical support as required to support the broader goals of the division of Alumnae Relations and Development.
- Prepare materials, under supervision, for Board of Trustees meeting, i.e. fiscal year gift lists and reports. Compose routine correspondence or email to provide accurate information in a professional manner to colleagues, alumnae/i, and other constituents. Draft professional-quality correspondence for the Director’s signature.
- Work beyond normal business hours to complete projects or meet heavy demand; staff occasional College evening and weekend programs.
- Perform other duties as assigned to assist the Gift Planning office and Bryn Mawr College in obtaining and maintaining its mission.
SKILLS, ABILITIES, AND EXPERIENCE:
- Bachelor’s degree required.
- Three to five years’ relevant office administration experience, preferably in fundraising with knowledge of gift planning vehicles.
- Excellent organizational skills and verbal and written communication skills required.
- Must be able to work independently and handle confidential matters with appropriate discretion; attention to detail imperative; demonstrated willingness and ability to accept new responsibility.
- Must be competent in the use of Microsoft Office applications, including MS Word, Excel and PowerPoint; experience working in a database; familiarity with PeopleSoft database and PGCalc software helpful.
- Must have valid driver’s license, ability and willingness to drive.
Review of applications will begin immediately and continue until the position is filled.