Planned Giving Assistant
Job Title: Planned Giving Assistant
Classification: C4
Department: University Development
Updated: March 2019
Job Summary
This individual will act as a general assistant to the Director of Endowed and Planned Giving, Scholarships and Fellowships Manager, and the Development Officer for Nursing, Health and Health Professions by performing many non-routine office functions in the coordination of all planned gifts, named scholarships and endowment building which substantially contribute to the goals and objectives of University Development.
Essential Functions
- Assist the Director of Planned Giving, Scholarships and Fellowships Manager, and the Development Officer for Nursing, Health and Health Professions in carrying out the office operation responsibilities.
- Responsible for the coordination/completion and the quality of clerical work for the Planned Giving, Scholarships and Fellowships, and Nursing, Health and Health Professions areas which includes word processing, Millennium database upkeep, photocopying, expense report accounting, correspondence, processing mail, and maintaining office filing system.
- Responsible for specific projects and activities whether self-initiated or initiated by the Directors which involves planning and coordinating work, analyzing and preparing reports, complex correspondence, making recommendations and other duties associated with successfully conducting and completing newly announced planned gifts, new privately funded scholarships, new program endowments, and those tasks necessary for endowment building.
- Responsible for the calendar for the Director of Endowed and Planned Giving, Scholarships and Fellowships Manager, and the Development Officer for Nursing, Health and Health Professions which may include travel reservations/accommodations, meetings and conference room arrangements as requested.
- Responsible for scheduling appointments for meetings, luncheons, and dinners which can and often includes coordination with the Vice President of Development, Executive Leadership, Deans, Board members, and major donors. These appointments are with, but not limited to, potential planned giving donors to continue relationship building for potential asks for planned gifts, donors for program endowments, as well as donors for new scholarships, and later with donors to introduce them to the student recipients of their scholarship.
- The management of schedules for specialized endowment campaign and scholarship program events including coordination of event calendars for high-level university personnel and executive officers of organizations outside of the university.
- Manages Planned Giving, Endowment building and Scholarship mailings to alumni, parents and friends that contain sensitive information and requires timely handling.
- Disseminates information that may require explanation and interpretation of departmental policies and procedures as well as respond to formal and informal requests for information regarding scholarship, endowment and deferred/planned gifts from donors, faculty, staff, community members, alumni.
- Compiles, initiates and logically formats statistical data and reports of planned gifts, pledges and payments received for scholarships and endowment building projects and campaigns.
- Creates annual financial performance reports to endowment donors and pass-through scholarship donors.
- Generates reports, memorandums, correspondence, presentation materials, personal donor proposals, spreadsheets and graphics, and other similar materials using computer systems, which are often confidential in nature.
- Acts as a liaison between department supervisor and department staff and/or campus and donor community.
- Coordinates Planned Giving seminars and secures volunteers needed to assist with preparation and delivery of Development seminars, events and programs.
- Maintain the Charitable Gift Annuity administration accounting software and annuitant donor services in coordination with the Business Office.
- Responsible for monitoring RSVPs for Planned Giving and Scholarship events and committee meetings, making attendance lists by way of database reports and follow-up correspondence.
- Scholarship event planning also includes matching donors and their scholarship student recipients for seating at the annual Scholarship Celebration dinner and publication of the program for this annual event.
- Gillett Society event planning includes coordinating with Communications for printed pieces and Event Planning for seating, producing plaques for new members, coordinating photographs of new members, and distribution of the plaques at the event.
- Assists in the management and reconciliation of the budget for the Planned Giving area.
- Assists in the establishment of written policies and procedures for the areas of Planned Giving, Scholarship and Fellowships, and Nursing, Health and Health Professions.
- Maintains confidentiality of donor information.
- Other related duties as assigned.
Non-Essential Functions
Not Applicable
Required Qualifications
- High school graduate or equivalent.
- Minimum of four years of relevant work experience.
- Demonstrated administrative and organizational skills.
- Experience with various computer software applications such as Microsoft Office and/or equivalent.
- Data entry experience.
- Typing and spelling competency with grammar and proofreading skills.
- Possess strong verbal and written communication skills.
- Demonstrated experience to successfully provide quality customer service.
- Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
- Demonstrated experience to successfully coordinate large projects.
- Demonstrated experience to successfully handle multiple demands efficiently.
- Demonstrated experience to successfully organize and prioritize workload.
- Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgement.
- Demonstrated experience to successfully work under pressure and meet deadlines.
- Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
- Ability to successfully maintain positive intercultural and interpersonal relationships.
Preferred Qualifications
- Bachelor’s degree
- Higher education experience
- Supervisory experience
Supervision Received
Receives minimal supervision from a designated supervisor. Much of the work is self-initiated. Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility.
Supervision Exercised
Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division.
Physical Demands
- To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.