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Job Listing: Estate and Planned Gift Administrator

Job Postings ,

Colonial Williamsburg Foundation - Williamsburg, VA

Closes - Open until filled

Position Title – Estate and Planned Gift Administrator

Job Type - Full-Time

To learn more and apply, click here

Major responsibilities, essential functions, or results expected to achieve the primary function:

  • Responsible for the proactive review and oversight of all phases of estates and trusts under administration, which includes but is not limited to:
  • Communication with attorneys, trustees, executors, personal representatives and other estate and trust administrators as needed to facilitate and ensure timely distributions to CWF.
  • Determine need for engagement of the director of planned giving and or other CWF personnel or counsel to facilitate realization of estate or trust distributions for the Foundation.
  • Review and monitor procedures for maintaining current and accurate information for all estates and trusts under administration to ensure security, data integrity and confidentiality of donor and estate records as required using specialized estate administration and donor database software.
  • Coordinate appropriate sympathy notes and gift acknowledgements.
  • Responsible for the review of life income gift application materials received and the preparation and processing of final life income gift agreements, calculations and tax letters while maintaining compliance with all federal and state regulations, which includes but is not limited to:
    • Determine deficiencies in life income application materials that may need to be remedied prior to preparing final gift calculations.
    • Review and monitor procedures for maintaining current and accurate information for all planned gifts and expectancies to ensure security, data integrity and confidentiality of donor and planned giving records as required using specialized estate administration and donor database software.
    • As primary liaison, provide required documentation to the Foundation’s outside gift administrator to establish life income gifts and to facilitate distribution of remainder interests in life income gifts to the Foundation.
  • Review notice of bequest documentation from donors or their advisors to determine valuation and qualification for inclusion in The W.A.R. Goodwin Society.
  • Develop and maintain reports for estates and trusts under administration, bequest and beneficiary designation expectancies, life income gifts and complex asset gifts for office of planned giving analytics.
  • Monitor departmental budget for fiscal compliance and process requisitions and invoices for approval and payment.
  • Perform other related duties as assigned.

QUALIFICATIONS:

Successful candidate will have a high degree of interest in associating with a non-profit educational institution, appreciate the importance of philanthropy, have a strong understanding of the relationship fundraising process and how it supports the mission of Colonial Williamsburg and be strongly motivated.

Candidate will also:

  • Be a proactive, creative problem solver who possesses excellent analytical skills.
  • Possess the ability to acquire expertise in specialized estate and planned gift administration database software.
  • Ability to initiate correspondence and communicate complex issues effectively with a wide variety of people on the phone, in person, and in writing.
  • Ability to research and perform due diligence.
  • Have at least five years of estate or planned giving administration experience or other relevant and related experience.
  • Demonstrated ability to function similarly to a paralegal and handle technical estate, trust, financial, legal and personal information with accuracy and confidentiality.
  • Demonstrated ability to work proactively and with minimal supervision.
  • Ability to work as a member of a team and independently.
  • Ability to work effectively under pressure and in response to frequently changing priorities.
  • Ability to communicate and interact effectively with donors and their professional advisors.
  • Must have excellent interpersonal skills and be able to work collaboratively with colleagues within the department, division and across the Foundation.
  • Must be able to exercise discretion in the handling of confidential information.
  • Be a good listener, use excellent judgment and be responsive to the needs and interests of donors, colleagues, and the Foundation.
  • Demonstrated proficiency of the Microsoft Office software suite; especially Word, Outlook, PowerPoint, and Excel (Access desirable). Familiarity with Millennium or other specialized development donor software or ability to quickly master such software.
  • Ability to work non-standard hours (including weekends and evenings) as needed.

Preferred Qualifications:  

  • Non-profit estate and planned gift administration experience.
  • Experience with departmental budgets and office administration.
  • Bachelor’s degree in a business-related field preferred.
  • Experience with planned giving illustration software such as PG Calc or Crescendo or the ability and willingness to master same.