Gift Planning Administrator

William & Mary; United States; Hybrid; USD 60,000 - 76,000; Full time

Job summary

William & Mary Foundation is seeking a Gift Planning Administrator to support the Office of Gift Planning. The role involves handling complex bequests, trust gifts, and charitable distributions, with data management, reporting, and process development as core duties.

Based in a hybrid Williamsburg, VA setting, this salaried position emphasizes accuracy, compliance, and teamwork while coordinating with the Foundation Services, LLC subsidiary and university partners.

Qualifications

• Associate's Degree or post high school education or certifications.
• Experience in a professional office environment.
• Strong organizational and time management skills.
• Proficiency with MS Word and Excel and familiarity with databases.
• Excellent customer service and teamwork.
• Strong written and verbal communication.
• Ability to analyze complex documents and produce reports.
• Ability to track data and use databases to meet user requirements.

Responsibilities

• Assist with the analysis of estate files and administration correspondence for data on estate matters.
• Develop ticklers for stages of each estate and planned gift; process and track revocable provisions.
• Collaborate with the Associate Director of Gift Planning Operations to create regular and ad hoc reports.
• Maintain data workflows and ensure accuracy in reporting while meeting deadlines.
• Support a culture of belonging and provide excellent service in a hybrid Williamsburg, VA setting.

Skills

Analytical skills

Time management

Communication skills

Customer service

Team collaboration

Data reporting

Education

Associate's degree or higher

Bachelor's degree in Accounting/Business

Tools

MS Word

MS Excel

Databases

Job description

University Advancement creates the conditions for opportunity - human, financial & experiential - by garnering and stewarding the resources that advance William & Mary.

William & Mary Foundation's defining and essential mission is to support the university's people and programs. By seeking private support, and then diligently managing those funds, the W&M Foundation advances and furthers the work of William & Mary's students and faculty -providing vital resources for scholarships, professorships, research and program funding.

Consistent with the University's shared services agreement with the William & Mary Foundation, this position is dual hat assigned 25% effort to support Foundation Services, LLC, a subsidiary of the William & Mary Foundation with the responsibilities outlined below.

The Office of Gift Planning handles complex testamentary gifts (bequests), outright gifts to William & Mary including real estate, charitable distributions from IRAs, closely held stock, and deferred gifts of trusts and charitable gift annuities.

The Office of Gift Planning ensures that donors, gift officers, other university employees, executors, trustees, donors' professional advisors and others who request assistance from the Office of Gift Planning obtain prompt, knowledgeable, thoughtful, thorough and exceptionally helpful assistance.

The Gift Planning Administrator reports to the Director of Gift Planning Administration and processes and tracks bequests, life income gifts, gifts of real property, tangible gifts and the administration of life insurance policies in accordance with established guidelines and procedures. Data management and reporting is a key component of this position. The Gift Planning Administrator will also be responsible for establishing workflow processes and tracking systems, maintaining a procedural manual and developing a check and balances system to maintain compliance.

Specific responsibilities include (but are not limited to):

• Assist with the analysis of estate files and administration correspondence received for appropriate data concerning estate matters.
• Develop ticklers for the different stages of each estate and planned gift. Process, administer and track revocable provisions.
• Complex data maintenance and working with the Associate Director of Gift Planning Operations to create regular and ad hoc reports.
• Resourcefulness, multitasking, meeting deadlines, and working with a team are essential for success in this role.

The Gift Planning Administrator will help foster a culture of belonging that provides opportunity for all people and perspectives. This is a hybrid position based in Williamsburg, VA, that offers a flexible work environment.

This position is classified as operational, meaning it is salaried and eligible for overtime (non-exempt). For benefits and leave purposes, this role falls under the "Operational" classification.

Learn more about University Advancement and view the full position description for this job on the University Advancement recruitment website: https://advancement.wm.edu/come-work-with-us/open-positions/index.php.

Job Description:

Required Qualifications:

• Associate's Degree or post high school education, training, or certifications.
• Prior experience working in a professional office environment.
• Exceptional organizational and time management skills for managing multiple tasks with competing priorities and deadlines.
• Demonstrated computer proficiency with a variety of software applications, including a strong command of MS Word and Excel and familiarity with databases.
• Excellent customer service ability to work collaboratively as an effective team player and provide prompt service to internal and external customers.
• Strong communication and writing skills to prepare letters, edit documents and produce reports and work effectively and discreetly with a variety of internal and external constituencies.
• Demonstrates strong analytical skills with the ability to read and analyze complex documents.
• Demonstrated ability to track and compile data and produce reports in a variety of formats.
• Ability to understand and use databases and other tools available to choose the appropriate means to satisfy user requirements.

Preferred Qualifications:

• Bachelor's degree in Accounting, Business, or a related field.
• Experience as a paralegal working in estate and trust planning.
• Experience analyzing complex documents.
• Knowledge of tangible gifts and charitable distributions from IRAs.
• Experience in trust and/or estate administration, charitable gift administration or processing, or experience in banki