Remote Estate Administrator (Temp) - Wills & Trusts

American Diabetes Association; United States; On-site; USD 100,289,000 - 110,318,000; Part time

Job summary

The American Diabetes Association (ADA) is seeking an Estate Administrator to manage day-to-day estate administration files, including wills and trusts, and process distributions. This is a temporary, part-time role up to 19 hours/week, with no benefits, and hours must fall within normal business hours.

You will work independently to review documents, initiate outreach to law firms, manage digital records, and collaborate with other departments as needed.

Qualifications

• Bachelor’s degree required; paralegal certificate a plus.
• Minimum of three years in estate and trust administration.
• Knowledge of probate, trust administration, real estate, and asset valuation.
• Strong organizational skills and attention to detail.
• Effective written and oral communication abilities.
• Proficiency with MS Access, Excel, Word, and Outlook.
• Ability to work independently and with teams; flexible.

Responsibilities

• Work collaboratively with department and other departments (ie field, finance call center, etc) in all aspects of the estate administration process.
• Review documents such as accountings, inventories, wills, trusts, claim forms, Petitions, Receipts, Releases, real estate contracts, settlements agreements, etc.
• Regularly initiate outreach to law firms and fiduciaries to obtain required estate documents, review estate documents, prepare receivables, and complete data management.
• When necessary, follow up for details on distributions, fiduciary appointments and status of estates, administration processes and complete condolence, thank you and closing letters.
• Responsible for managing the estate files independently including opening/closing files, ensuring relevant documents are made part of digital estate records, entering interactions on the donor records and assisting in processing daily estate mail.
• Maintain a digital file for each estate/trust matter, as well as assist with the ongoing transition from relying on hard files to a digital system.
• When assigned, complete claim forms (life insurance, brokerage accounts, annuities, etc) once the organization has been notified it is named as a designated beneficiary.
• Review estate documents independently for details necessary to determine the organization’s interest as a residuary beneficiary, specific bequest and/or a future interest/split interest opportunity.
• Work with external parties to obtain beneficiary details, asset values and estate provisions which will be used to calculate a receivable or recognize as investment income.
• Independently review financial records such as bank statements, annual reports, accountings and inventories. Depending on asset types there could be additional follow up and facilitating the liquidation of assets to meet the requirements of the gift acceptance policy.
• Collaborate with CFO and staff to execute all releases, receipt and other estate related forms.
• Prioritize estate work to maximize revenue while meeting audit requirements.
• Must work simultaneously on multiple matters, detailed oriented, organized.

Skills

Organizational skills

Communication

Multitasking

Flexibility

Leadership

Education

Bachelor’s degree

Tools

MS Access

MS Excel

MS Word

MS Outlook

Job description

The American Diabetes Association (ADA) is seeking an Estate Administrator to manage day-to-day estate administration files, including wills and trusts, and process distributions. This is a temporary, part-time role up to 19 hours/week, with no benefits, and hours must fall within normal business hours.

You will work independently to review documents, initiate outreach to law firms, manage digital records, and collaborate with other departments as needed.