Position Detail - Gift Planning Coordinator

Position Type: Staff Full-Time (Hybrid)

Hours per week: 37.5   

Weeks per year: 52

Work Schedule: Monday through Friday, 8:30 a.m. to 5:00 p.m. 

Salary Range: $24.82-$26.48

Department Summary & Job Purpose:

The Gift Planning Coordinator is a position within the Development Office providing crucial support to the Director of Gift Planning and Assistant Director of Gift Planning. The Gift Planning Coordinator reports to the Director of Gift Planning and provides a variety of complex support and intricate project coordination activities for a robust gift planning program, working both independently and as part of the Development team in support of the ongoing efforts of the Development Office. This position will interact with a wide range of donors and donor prospects with a high degree of professionalism and confidentiality.

Core Job Duties and Responsibilities: 

Gift Administration

• Communicate with alums, family members, and beneficiaries regarding bequests, life income gifts, and gifts-in-kind
• Manage the processing of gifts-in-kind, including acknowledgment letters and data entry.
• Prepare illustrations for life income gifts
• Preparation of life income gift contracts and related tax documents
• Act as liaison for Gift Planning with other campus departments and external constituencies 

Donor Stewardship

• Serve as the first point of contact for donors who reach out to the Office of Gift Planning via the planned giving email address or phone number.
• Triage donor inquiries regarding bequests, life income gifts, and gifts-in-kind
• Assist with appropriate follow-up, including proofing of materials, formatting, and mailing correspondences to donors on behalf of the Director and Officer.
• Assist in the coordination of the College’s documented bequest program
• Manage legacy society: donor stewardship, general correspondence, and data entry
• Regular communication with legacy society volunteers 
•  Database Updates
• Update addresses, payment details, beneficiary information, and contract details on the external vendor database
• Maintain accuracy of planned gift records and oversee the Mary Lyon Society, which recognizes individuals with legacy gifts to Mount Holyoke.
• Work with complex database files. 
• Planned Giving Marketing
• Project manager for gift planning marketing
• Coordinate complex segmented marketing efforts for five to six large gift-planning mailings annually.
• Organize and execute print and electronic mailings to various constituencies and assist with other major and often complex projects. 

General Office Administration

• Manage both Directors’ calendars and schedule meetings
• Read and direct incoming and outgoing mail
• Manage computer and hard copy files
• Assist gift planning staff with travel arrangements
• Prepare and submit requests for travel reimbursements
• Track and reconcile budget activity for the Office of Gift Planning in coordination with the Director
• Prepare reports and presentations
• Order and maintain supplies for the gift planning team
• Attend gift planning and leadership gifts department meetings and retreats as required
• Other assigned duties as needed 

Qualifications: 

• Associate’s degree
• Minimum of two years of office experience working in customer service, education, or nonprofit administration, preferably in an institute of higher education, gift planning, or legal office
• Proficiency with Microsoft Office suite (Word, Excel, PowerPoint) and proficiency in office CRMs and systems.

Preferred experience with Ellucian Colleague, Raiser’s Edge or other complex databases, PGCalc and WordPress, and the Google Suite.

Preferred Qualifications:

• Bachelor's degree 
• Preferred experience with Ellucian Colleague, Raiser’s Edge or other complex databases, PGCalc and WordPress, and the Google Suite.
• Excellent judgment and discretion in handling confidential and sensitive information
• Professional demeanor when interacting with internal and external constituents, including faculty, staff, students, parents, alums, and trustees
• Exceptional attention to detail and accuracy in data entry
• Ability to coordinate and manage multiple projects with competing priorities, meet deadlines, and execute project plans with short- and long-term end dates
• Self-starter with the ability to work with a minimum of supervision in a fast-paced environment
• Experience with databases, including the production of reports
• Strong interpersonal skills
• A flexible approach and the ability to work effectively with others
• Excellent written, verbal, and organizational skills
• Excellent customer service skills to support internal and external customers
• Ability to build productive relationships with all alums, particularly donors with estate commitments to the College
  
  

License/Certifications:

Compliance Requirements: 

Physical Demands: 

• Sedentary work: Exerting up to 20 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time.
  
  Employee operates office equipment and computers to perform essential duties and responsibilities.
  
  

Working Conditions: 

• The employee is not substantially exposed to adverse environmental conditions (such as in typical office or administrative work).
  
  Hybrid working environment, both remote and on campus, potential according to the needs of the department and with coordination and approval from supervisor.