Estate and Gift Planning Administrator

Mount Holyoke College; South Hadley (MA); On-site; USD 39,000 - 49,000; Full time

Job summary

Mount Holyoke College seeks an Estate and Gift Planning Administrator to manage the end-to-end workflow of the gift planning program. You will liaison with donors, attorneys, and internal teams to ensure accurate administration, recording, and stewardship of estates, trusts, and life income gifts.

Key duties include estate/trust administration, gift processing and compliance, and donor relations with office support.

Qualifications

• Associate’s degree with a minimum of one year of job-related office experience, or an equivalent combination of education and experience.
• Experience with estate/trust administration, paralegal workflows, or gift planning operations.
• Proficiency in database management (CRM) and office budget tracking.
• Exceptional communication skills with a proven track record of handling sensitive financial data with empathy, discretion, and strict confidentiality.

Responsibilities

• Estate & Trust Administration: main contact for attorneys and executors; review documents and monitor probate.
• Gift Processing & Compliance: prepare life income gift contracts, illustrations, and tax disclosures; liaison with custodians.
• Donor Relations & Office Support: first contact for donor inquiries; manage budgets, scheduling, and event support.

Skills

Communication skills

Discretion & empathy

Confidentiality

Education

Associate's degree or equivalent

Tools

CRM software

Budget tracking

Job description

Job no: R-0000003619

Position Title: Estate and Gift Planning Administrator

Faculty or Staff: Staff

Full Time or Part Time: Full time

In-Person, Hybrid, or Remote: Hybrid

Minimum Starting Rate of Pay: $28.48
Rate of pay commensurate with experience

Start Date: 10/26/2026

Position Summary

The Gift Planning Administrator manages the end-to-end operationaland administrative workflow for the College's gift planningprogram. Acting as the primary liaison between donors, legalrepresentatives, and internal teams, this role ensures the preciseadministration, recording, and stewardship of estates, trusts, andlife income gifts.

Key Responsibilities

• Estate & Trust Administration: Serve as the mainpoint of contact for attorneys, executors, and the AlumAssociation. Review legal estate documents, monitor probate status,secure authorized signatures, and maintain precise records in theCRM database throughout the settlement process.
• Gift Processing & Compliance: Prepare life incomegift contracts, financial illustrations, and tax disclosures.Process gifts-in-kind, relay confidential data to externalcustodians (e.g., TIAA Kaspick), and partner with the FinanceOffice to ensure accurate accounting and ledger coding.
• Donor Relations & Office Support: Act as the firstpoint of contact for donor inquiries via phone and email. Manageoffice budget tracking, expense reporting, cross-departmentalscheduling, file management, and event support (such as Reunion andCommencement).

Core Qualifications

• Associate’s degree with a minimum of one year of job-relatedoffice experience, or an equivalent combination of education andexperience.
• Experience with estate/trust administration, paralegalworkflows, or gift planning operations.
• Proficiency in database management (CRM) and office budgettracking.
• Exceptional communication skills with a proven track record ofhandling sensitive financial data with empathy, discretion, andstrict confidentiality.

Starting Range: $28.48 - $35.58 per hour

Background Checks:

Mount Holyoke College is committed to providing a safe and secureenvironment, supported by qualified employees that will allow allof its students, faculty, staff and those associated with them tosuccessfully carry out the mission of the college. As a conditionof employment, the College will conduct appropriate backgroundchecks for all new hires. Mount Holyoke has designated the Officeof Human Resources as the office responsible for ensuring thatbackground checks (CORI, SORI, Credit History, & DriverCredential) are completed and utilized in the hiring process andFive College Office of Compliance and Risk Management as the officeresponsible for facilitating background checks as articulated inthis policy.

It is unlawful in Massachusetts to require or administer a liedetector test as a condition of employment or continuedemployment.