Planned Giving Assistant

Job Purpose

Assist the senior director and planned giving officer with marketing strategies, prospect cultivation, donor stewardship and recognition of planned gifts. Responsible for the internal documentation and tracking of planned gifts and the administration of estates. This position reports to the Senior Director, Planned Giving.

Essential Functions

(Essential functions are the primary duties/major job responsibilities that an employee must be able to perform, with or without reasonable accommodation. The essential functions are listed in order of importance.)

Assist the planned giving staff in documenting planned/estate gift expectancies for the university; create and maintain planned giving files. Ensure that the respective school/college/unit is informed of all planned gift activity. Responsible for timely processing of gifts received. 25%

Create and maintain files on estates currently in administration. Maintain existing files including determining and documenting next steps. Follow up with attorneys/trustees and WSU Treasury Department staff as necessary to keep process moving. Archive files once estates are closed. 20%

Schedule meetings/presentations and coordinate events for Old Main Society members. Organize meeting logistics including room/venue reservations, RSVP lists, ordering refreshments, , arranging for parking access, confirming attendance and other related meeting details. 20%

Responsible for the oversight of the gifted life insurance policy process; track premiums due to insurance carrier, send notifications to donors, notify Treasury office of gift premiums received and prepare direct payment requests to send premiums to insurance companies. Responsible for mailing annual Charitable Gift Annuity (CGA) Form 1099 statements to donors. 10%

Work with the Advancement Communications team to obtain appropriate pictures for use in web, email, and print marketing materials. Assist in coordinating donor testimonial interviews and attaining written statements to share gift motivations. 5%

Coordinate and manage travel arrangements for the Senior Director. Act as delegate in TravelWayne for employee travel reimbursement. Manage purchasing and reimbursements for timely processing and compliance with university policies and procedures. 5%

Request prospect lists for marketing needs and mailings. Review lists to verify appropriate data is included in proper format and send to vendor. Send follow up letters and materials requested to donors and prospects. 5%

Assist in the stewardship process by proactively suggesting and implementing timely contacts for legacy society members and donors. 5%

Perform other related duties as assigned. 5%

WORK CONTEXT

This grid characterizes the position scope.

Job Reports to: Senior Director

Leadership Accountability: Implements operating plans

Supervisory Accountability: None

Organizational Accountability: None

Financial Accountability: Monitors expenditures

Customer Accountability: Interfaces with customers outside the S/C/D

Freedom to Act: Subject to general input from supervisorJo