Representative, Gift Planning Operations

University of Illinois Foundation; Champaign (IL); Hybrid; USD 35,000 - 40,000; Full time

Benefits offered by this job

Hybrid work schedule

Wellness center on-site

Café with healthy options

Generous vacation 24 days

Pension benefits

Job summary

The University of Illinois Foundation is seeking a Gift Planning Operations Representative to support estate distributions and administration of planned gifts. The role emphasizes accuracy, confidentiality, and teamwork in a higher education non-profit setting.

Hybrid schedule with up to 2 days remote work, comprehensive benefits including medical, vision, dental, life insurance, generous vacation—24 days annually—and a strong defined-benefit pension program.

Qualifications

• 1+ years work experience in an administrative role.
• Ability to solve problems independently.
• High integrity, ability to adhere to strict confidentiality standards.
• Willingness to embrace new ideas and engage in collaboration, and excellent relationship-building and interpersonal communication skills.
• Results-driven, self-motivated, fast learner, can concurrently manage and reprioritize multiple projects.

Responsibilities

• Supports the estate administration process by accurately processing estate payments, preparing paperwork to record new or additional estate commitments, reviewing estate accounts, tracking follow-up, and corresponding with advisors, attorneys, university colleagues, foundation colleagues and donors to ensure estate gifts for all three universities are received in a timely manner.
• Oversees and manages departmental records by creating, updating, revising, and retrieving files and records in UIF’s online record management system and customer relationship management system.
• Maintains the departmental email inbox, including review, prioritization, response, and tracking emails related to approval and recording of revocable, irrevocable, and estate planned gifts
• Reviews and prioritizes mail for the department; has the independent responsibility to re-direct mail more appropriately answered by others.
• Responds to routine phone and visitor inquiries, requests, and problems, utilizing high-quality customer service skills to resolve issues or direct these calls/visits to the appropriate internal colleague.
• Develops a working knowledge of planned giving vehicles, internal processes related to recording planned gifts, processing payments, and administering estates.

Skills

Administrative experience

Problem-solving

Confidentiality

Interpersonal communication

Project management

Tools

CRM system

Record management system

Job description

The University of Illinois Foundation (Foundation) is the official fundraising and private gift-receiving organization of the University of Illinois (University). It works closely with alumni and friends, faculty and staff, corporations and foundations, as well as campus development professionals to create fundraising programs and opportunities that benefit the University.

The Gift Planning Operations Representative contributes to the day-to-day workflow and process for administering estate distributions to the University of Illinois Foundation (“UIF”) and the University of Illinois (“University”) and supports administration of deferred gifts and general departmental operations.

DUTIES AND RESPONSIBILITIES:

• 1. Supports the estate administration process by accurately processing estate payments, preparing paperwork to record new or additional estate commitments, reviewing estate accounts, tracking follow-up, and corresponding with advisors, attorneys, university colleagues, foundation colleagues and donors to ensure estate gifts for all three universities are received in a timely manner.
• 2. Oversees and manages departmental records by creating, updating, revising, and retrieving files and records in UIF’s online record management system and customer relationship management system.
• 3. Maintains the departmental email inbox, including review, prioritization, response, and tracking emails related to approval and recording of revocable, irrevocable, and estate planned gifts
• 4. Reviews and prioritizes mail for the department; has the independent responsibility to re-direct mail more appropriately answered by others.
• 5. Responds to routine phone and visitor inquiries, requests, and problems, utilizing high-quality customer service skills to resolve issues or direct these calls/visits to the appropriate internal colleague.
• 6. Develops a working knowledge of planned giving vehicles, internal processes related to recording planned gifts, processing payments, and administering estates.

REQUIRED QUALIFICATIONS:

• 1+ years work experience in an administrative role
• Ability to solve problems independently
• High integrity, ability to adhere to strict confidentiality standards
• Willingness to embrace new ideas and engage in collaboration, and excellent relationship-building and interpersonal communication skills
• Results-driven, self-motivated, fast learner, can concurrently manage and reprioritize multiple projects

PREFERRED QUALIFICATIONS:

• Experience in higher education or non-profit industry
• Experience in banking/trust, estate planning, financial planning, taxation, or a similar field

Application Deadline: October 25, 2026

The starting salary range for this position is projected to be $35,000 - $40,000 per year. This is a salaried non-exempt role. While our job postings include salary ranges, your compensation will be based on your specific experience and qualifications—we're not limited by these posted ranges.

You’ll be inspired daily in our state-of-the-art, environmentally conscious workspace - a stunning LEED-certified building featuring contemporary amenities including an on-site wellness center and café with healthy dining options. We encourage work-life balance through our hybrid schedule for many positions, combining in-office collaboration with up to 2 days of remote work flexibility.

Your comprehensive benefits package includes medical, vision, and dental coverage, company paid life insurance, generous vacation time including 24 days annually, and more. Generous pension benefits are also included. We invest in your present and future wellbeing, providing the support you need to succeed.

THE UNIVERSITY OF ILLINOIS FOUNDATION IS AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER