Estate and Gift Planning Administrator

Trustees of Mount Holyoke College; United States; Hybrid; USD 59,000 - 74,000; Full time

Job summary

Trustees of Mount Holyoke College seeks an Estate and Gift Planning Administrator to manage the end-to-end workflow of the college's gift planning program. You will act as the main liaison between donors, attorneys, and internal teams, ensuring precise administration and stewardship of estates and life income gifts.

The role covers estate/trust administration, gift processing, compliance, donor relations, and office support in a hybrid environment, with a starting hourly rate of $28.48 and a

Qualifications

• Associate’s degree with a minimum of one year of office experience or equivalent.
• Experience with estate/trust administration or gift planning operations.
• Proficiency in database management (CRM) and office budget tracking.
• Excellent communication with discretion and confidentiality.

Responsibilities

• Estate & Trust Administration: liaise with attorneys, executors, and Alum Association; review documents and maintain records in CRM.
• Gift Processing & Compliance: prepare contracts, financial illustrations, and disclosures; relay data to custodians; ensure accurate accounting.
• Donor Relations & Office Support: be first point of contact for inquiries; manage budgets, scheduling, file mgmt, and events.

Skills

estate/trust administration

paralegal workflows

CRM management

budget tracking

Education

Associates degree

Tools

CRM software

Microsoft Office

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 operational and administrative workflow for the College's gift planning program. Acting as the primary liaison between donors, legal representatives, and internal teams, this role ensures the precise administration, recording, and stewardship of estates, trusts, and life income gifts.

Key Responsibilities

• Estate & Trust Administration: Serve as the main point of contact for attorneys, executors, and the Alum Association. Review legal estate documents, monitor probate status, secure authorized signatures, and maintain precise records in the CRM database throughout the settlement process.
• Gift Processing & Compliance: Prepare life income gift contracts, financial illustrations, and tax disclosures. Process gifts-in-kind, relay confidential data to external custodians (e.g., TIAA Kaspick), and partner with the Finance Office to ensure accurate accounting and ledger coding.
• Donor Relations & Office Support: Act as the first point of contact for donor inquiries via phone and email. Manage office budget tracking, expense reporting, cross-departmental scheduling, file management, and event support (such as Reunion and Commencement).

Core 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.

Please review the Full Job Description Starting Range: $28.48 - $35.58 per hour

Background Checks

Mount Holyoke College is committed to providing a safe and secure environment, supported by qualified employees that will allow all of its students, faculty, staff and those associated with them to successfully carry out the mission of the college. As a condition of employment, the College will conduct appropriate background checks for all new hires. Mount Holyoke has designated the Office of Human Resources as the office responsible for ensuring that background checks (CORI, SORI, Credit History, & Driver Credential) are completed and utilized in the hiring process and Five College Office of Compliance and Risk Management as the office responsible for facilitating background checks as articulated in this policy.

Equal Opportunity Employer

Mount Holyoke College is an Equal Opportunity Employer (EOE) Mount Holyoke College, the leading gender-diverse women's college, is dedicated to providing equal employment opportunities for all individuals regardless of their race, color, religion, sex, national origin, age, disability, or any other legally protected status. We are a diverse community of staff, faculty, and students, united in our mission to offer an intellectually adventurous education in the liberal arts through academic programs that are renowned internationally for their cross-disciplinary excellence, experiential approach, and commitment to diversity. Mount Holyoke College is a welcoming and inclusive environment that values and respects individuals of all backgrounds. As an EOE, we encourage members of historically underrepresented groups or nontraditional backgrounds to apply for open positions at our institution. The College has a long-standing tradition of providing women and other historically underrepresented groups with access to an innovative educational experience that prepares students for purposeful leadership by integrating hands‑on opportunities into the curriculum. We firmly believe that diversity enriches our community and enhances our ability to prepare students for success in an increasingly globalized world. We are dedicated to providing equal opportunities for all qualified applicants and to building an exemplary workforce that reflects the diversity of our student body and the communities we serve. Our ultimate goal is to produce graduates who are capable of engaging thoughtfully, effectively, and boldly with the world.