Senior Associate Director of Gift Planning and Estate Administration - Office of Advancement

Washington D.C.
Jan 19, 2017
Jul 07, 2017
Full Time
Located in a historic neighborhood in the nation's capital, Georgetown offers rigorous academic programs, a global perspective, exciting ways to take advantage of Washington, D.C., and a commitment to social justice. Our community is a tight knit group of remarkable individuals interested in intellectual inquiry and making a difference in the world.


Senior Associate Director of Gift Planning and Estate Administration - Office of Advancement

The Senior Associate Director of Gift Planning and Estate Administration has primary responsibility for the collection, conservation, administration and allocation of realized testamentary gifts to the University - including gifts by will or trust, retirement funds, payable on death accounts, gifts of securities, life insurance, and life income gifts. S/he works directly with executors, trustees, and other fiduciary/financial custodians, as well as University Counsel and Finance to receive the full value of planned gifts in a timely and efficient manner and ensure against mismanagement and waste. Reporting to the Senior Director of Gift Planning, the Senior Associate has duties that include but are not limited to:

Estate Administration

  • Collects, conserving, administers and allocates realized testamentary gifts to the University - for example,  gifts by will or trust, retirement funds, payable on death accounts, and life insurance.
  • Works directly with executors, trustees, other fiduciary/financial custodians, and internal University partners on a daily basis to receive the full value of estate gifts in a timely and efficient manner and ensure against mismanagement and waste.
  • Ensures proper processing of estate gifts, including coordinating with Gift Accounting and other University departments to properly allocate revenue and inform the creation of  worktags and funds.
  • Monitors and ensures proper counting of realized estate gifts for fundraising and campaign reporting.
  • Interprets and executes on routine language in wills and trusts, letters of direction, gift agreements, and beneficiary designations.
  • Tracks and monitors open estates and testamentary distributions; maintains, processes, and reports same, with the goal of providing timely, accurate and transparent information to colleagues, leadership and other stakeholders.
  • Maintains meticulous recordkeeping of all correspondence, receipts, account statements, closing statements, tax forms, and probate court filings related to estate administration from notification through closure.

Life Income Program Management

  • Oversees setup process for new life income gifts with internal departments and outside vendors.
  • Manages severance and distribution of terminated life income gifts, such as gift annuities and charitable remainder trusts, including seeking recovery of payments when appropriate and instructing allocation of remainder distributions.
  • Supports life income gift administration, gift annuity and trust .registration and annual filings, and reporting to donors and beneficiaries as assigned.
  • Oversees tax reporting for life income gifts and ensures tax documents are properly filed and shared with donors/beneficiaries in a timely manner.
  • Manages department relationship with TIAA Kaspick and other vendors.

Life Insurance Gifts

  • Manages existing life insurance gifts and tracking spreadsheet to ensure premium payments are made on time.
  • Requests annual premium payments from donors and submits requests to Accounts Payable to issue payments to insurance companies.
  • Manages the collection and proper allocation of funds from insurance policies.

Gifts of Securities

  • Maintains program spreadsheets, including UBS and internal Google documents.
  • Tracks incoming stock and mutual fund gifts, confirms receipt of shares with gift officers, and sends daily email confirming sale of shares.
  • Manages relationship with UBS, Computershare, Vanguard and other stock and mutual fund vendors.
  • Serves as main point of contact for phone and email inquiries about gifts of securities with donors, brokers and financial advisors.

Gift Agreements, Reporting and Database Management

  • Provides regular reporting for all probate and estate administration giving.
  • Confirms realized planned gifts are accurately recorded with Gift Accounting.
  • Manages gift agreement request process for department.
  • Tracks Gift Acceptance Committee progress for planned gifts, including gifts-in-kind and gifts of property.


  • Supports other aspects of gift planning services as assigned including substituting on gift documentation work when needed.
  • Represents department effectively and professionally when interacting with Advancement staff, donors, prospects, University administrators, and vendors.
  • Supports department at alumni/constituent events as needed.
  • Ensures courteous, accurate and timely responses to internal and external constituencies.
  • Attends Advancement and Development meetings on behalf of department.
  • Assists with department initiatives and performs other duties as assigned.


  • Bachelor's degree  - advanced degree preferred
  • At least 3 years of professional experience in nonprofit estate administration, estate settlement, or estate or trust administration
  • Working knowledge of the legal, tax and procedural aspects of estate planning, estate administration, probate, fiduciary duties, estate and trust tax preparation, and accounting required
  • Ability to interact professionally and effectively with corporate and individual fiduciaries as well as accountants, financial custodians, surviving family members, and key internal partners within the University
  • Strong verbal and writing skills, high attention to detail and follow-up, and excellent organizational and project management skills
  • Ability to manage confidential information with discretion and tact
  • Ability to work collegially and collaboratively in a team setting
  • Exceptional work ethic and track record of personal initiative
  • Outstanding interpersonal and communications skills, characterized by the ability to listen, speak and write
  • Flexibility and adaptability to new programs in an emerging and changing environment
  • Demonstrated skill and knowledge of - or ability to learn quickly - the internal workings of the University, as well as the technology tools available to the Office of Advancement, including internal databases and Microsoft Office programs

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Submission Guidelines:

Please note that in order to be considered an applicant for any position at Georgetown University you must submit a cover letter and resume  for each position of interest for which you believe you are qualified. These documents are not kept on file for future positions.

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EEO Statement:

Georgetown University is an Equal Opportunity/Affirmative Action Employer fully dedicated to achieving a diverse faculty and staff.  All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, national origin, age, sex, disability status, protected veteran status, or any other characteristic protected by law.

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