Associate Director of Gift Planning Operations

Columbia University in the City of New York; New York (NY); On-site; USD 75,000 - 83,000; Full time

Job summary

Columbia University’s Office of Gift Planning seeks an Associate Director of Gift Planning Operations to provide administrative and operational support to the Gift Planning team. You will carry out established gift and estate administration processes to support teaching and research across Columbia.

Reporting to the Deputy Director, you will administer retirement accounts, estates, and bequests, coordinate with custodians and attorneys, maintain accurate records, and ensure distributions are

Qualifications

• Bachelor's degree or equivalent required.
• 3-5 years' donor relations or client services experience.
• Excellent written and oral communication skills.
• Must have sound judgment, discretion and attention to detail.
• Ability to learn and apply university procedures for life income gifts, bequests, trusts and estates.

Responsibilities

• Administer and coordinate settlement of Inherited Retirement Accounts in which the University has an interest.
• Coordinate with custodians to obtain forms for bequests and refer questions to the Deputy Director.
• Coordinate with internal staff to complete forms and submit to institutions.
• Coordinate transfers of securities, cash wires, and checks for inherited IRA bequests.
• Ensure distributions to the University are processed accurately and timely.
• Identify issues and refer complex matters to the Deputy Director and maintain records.

Skills

Donor relations

Client services

Written communication

Oral communication

Attention to detail

Education

Bachelor's degree

Tools

Word

Excel

Internal databases

Job description

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $75,000 - $83,000

The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.

Position Summary

The Office of Gift Planning partners with schools and units across Columbia to identify planned gift options that align with donors' philanthropic aspirations and schools and units' needs. Using our combined knowledge of estate planning, tax law, philanthropic trends, and marketing insights, we help alumni and friends maximize their assets while supporting the causes they care most about at Columbia.

Reporting to the Deputy Director of Gift Planning Operations, the Associate Director of Gift Planning Operations provides administrative and operational support to the Gift Planning team by carrying out established gift and estate administration processes and procedures in support of the teaching and research mission of Columbia University.

Responsibilities

Administer and coordinate the settlement of Inherited Retirement Accounts in which the University has an interest, following established University processes and procedures and under the direction of the Deputy Director:

• Document and track retirement accounts naming the University as a beneficiary.
• Coordinate with financial institution custodians to obtain the forms and documentation required to process bequests, referring substantive legal, tax, or policy questions to the Deputy Director.
• Coordinate with internal staff to complete required forms and submit them to the appropriate financial institution.
• Coordinate the transfer of securities, cash wires, and checks for inherited IRA bequests.
• Ensure all distributions to the University are processed accurately and in a timely manner.
• Identify and address routine discrepancies using established procedures; refer non-routine, complex, or high-risk matters to the Deputy Director and maintain clear, accurate records of all settlement activities.

Provide administrative and operational support to the Deputy Director of Gift Planning Operations in the administration of Life Income Gifts and Trust and Estate Gifts, following established processes and procedures:

• Create new estate records in the estate database upon receipt of a Notice of Probate.
• Prepare routine correspondence to estate attorneys or personal representatives to request documentation, coordinate follow-up, and provide contact information for Gift Planning Operations; refer substantive legal, tax, or policy questions to the Deputy Director.
• Open official estate files, ensuring all relevant information and documentation are accurately entered and organized.
• Update estate records throughout the administration process as new documents, correspondence, or distributions are received.
• Process estate distributions in accordance with established procedures, verify documentation and allocation details, and refer discrepancies or exceptions to the Deputy Director.
• Prepare and issue receipts to the estate, as well as gift transmittals for the Gift Systems team.
• Confirm and document that all distributions are processed, recorded, and reported in accordance with established University policies, procedures, and audit requirements.
• Maintain complete, accurate, and up-to-date estate files to support proper stewardship, tracking, and reporting.

Other Responsibilities

• Coordinate with internal University partners and external parties, including financial institutions, estate attorneys, and personal representatives, to obtain documentation, support timely follow-up, and facilitate gift administration under the direction of the Deputy Director.
• Identify issues related to gift and estate administration and address routine matters using established procedures; refer non-routine, complex, unusual, or high-risk matters to the Deputy Director of Gift Planning Operations or other appropriate senior staff.
• Participate in and implement established workflow improvements related to gift administration processes, documentation, and tracking under the direction of the Deputy Director.
• Perform related duties and handle other project assignments as required.

Minimum Qualifications

• Bachelor's degree and/or its equivalent required.
• A minimum of 3-5 years' experience required, with demonstrated donor relations or client services experience.
• Excellent written and oral communication skills.
• Must have sound judgment, discretion and attention to detail.
• Ability to learn and apply established University procedures related to life income gifts, bequests, trusts, estates, and inherited retirement accounts, and to recognize when questions should be referred to senior staff.

Preferred Qualifications

• Experience with higher education, gift planning and fundraising preferred.
• Familiarity with gift planning, probate, or trust administration processes preferred.
• Ability to work in a complex environment.
• Knowledge of, or ability to learn, Word, Excel, and internal databases.

Other Requirements

Subject to business needs, the Office of Alumni and Development supports a hybrid work arrangement for this position. Options will be discussed during the interview process.

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.