Senior Development Associate, Planned Giving.- Office of Advancement
Senior Development Associate, Office of Planned Giving - Office of Advancement
The Senior Development Associate provides high-level administrative and programmatic support for the Office of Gift Planning, working closely with department and other frontline staff. S/he provides general administrative and development support for the team, including monitoring budgets, maintaining department metrics and revenue tracking, processing gifts, entering contact reports and prospect strategies, reviewing weekly gift reports, updating donor information, and providing full-spectrum administrative support for the department. This position is designed to develop knowledge and understanding of planned giving concepts and prepare candidates for possible development positions in the future. Reporting to the Senior Director of Gift Planning, the Senior Development Associate has duties that include but are not limited to:
Planned Gift Management
- Assists Directors with preparation of planned gift proposals, gift illustrations, bequest language, and gift agreements.
- Performs gift processing: entering and tracking asks, proposals, Gift Agreements/Statement of Intents, and gift transmittal forms.
- Assists with the transfer of assets for both cash and non-cash gifts.
- Prepares acknowledgment letters to donors upon completion gifts, providing deduction factors, distribution dates and tax information.
- Works with Gift Accounting to accurately process gifts, including the establishment of planned gifts, creation of required documents, Gambit screens, forms and files upon completion of the gift.
- Coordinates with Stewardship to ensure appropriate gift acknowledgments.
- Maintains department metrics and gift tracking spreadsheets.
- Engages in research and proactive prospecting, including data mining, to assist in identifying new prospects for department gift officers.
- Coordinates the entry of contact reports, prospect strategies, other substantive actions, and contact information updates on PRM as requested.
- Assists in managing programmatic and event responsibilities as assigned.
- Manages department's daily operations to ensure timely and efficient response, reporting and accountability to all internal and external constituencies.
- Ensures university guidelines are implemented and observed by the department.
- Updates department policies and procedures.
- Develops and maintains office operations and systems.
- Maintains department files.
- Orders department office supplies.
- Researches and prepares correspondence, reports, and budgetary requests.
- Schedules regular department, probate and marketing meetings.
- Prepares and distributes meeting materials and minutes.
- Interacts with University Counsel and Treasurer's Office as necessary to control document flow.
- Assists with department mailings.
- Answers and checks voicemail for department general phone line and email account.
- Collaborates with Associate Director of Marketing to coordinate organization of office = e.g., telephones, files, cubicles, and store room).
- Assists with department recruiting efforts.
- Advises Senior Director of any department problems or concerns.
Gifts of Securities Program Management
- Coordinates daily liquidation of stock contributed via electronic transfer, physical delivery of stock certificates and manual retrieval of mutual fund shares.
- 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.
- Assists with gift obstacles, such as the lifting of restrictions on stock gifts, identifying unknown donors, resolving valuation disputes and determining gift designations.
- Serves as point of contact for phone, fax and email inquiries about gifts of securities with donors, brokers and financial advisors.
Budget, ProCard Reconciliations, Expense Reimbursements, and Travel
- Completes and submit monthly ProCard expense reconciliations on deadline.
- Completes and submits cash reimbursements in a timely manner.
- Tracks status of all reimbursements.
- Ensures department expenses submitted for approval are accurate, allowable and complete.
- Coordinates travel arrangements for team as requested; and prepare materials for donor visit trips (e.g., itineraries, meeting materials, and airline tickets).
- Monitors department budget expenditures.
- Ensures department POs are setup correctly and invoices paid in a timely manner.
- Reviews gift officer travel budgets, paying close attention to expenditures.
- Enters planned gift information, attribute maintenance, and prospect management strategies into Gambit/PRM as requested.
- Runs Gambit/PRM reports as requested.
Relationship Management & Communication
- Communicates effectively with development clients and relay information requests in a timely manner.
- Exercises clear communication (written and oral) in representing body of work.
- Understands information management and database structures, and update/input information in such systems routinely.
- Ensures that work completed has the highest levels of completeness, accuracy of information, and relevance of information to the fundraising process.
- Interacts with colleagues in Advancement with tact, professionalism and respect; work jointly with colleagues in a team effort to reach Advancement goals.
- 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.
- Represents Gift Planning at Advancement and Development meetings.
- Assists with department initiatives and other duties as assigned.
- Bachelor's degree required; knowledge of gift planning vehicles highly desirable
- 1 - 3 years of work experience, preferably in a development/fundraising environment
- Ability to handle multiple tasks and priorities simultaneously and to meet all deadlines consistently
- Strong organization skills, highly detail-oriented and accuracy, and ability to work well independently and in a collaborative environment
- Ability to exercise good professional judgment and ethical behavior in handling confidential material with sensitivity and discretion
- Highly developed interpersonal, written and oral communications skills
- Proficiency in word processing, database, and spreadsheet computer applications, specifically Microsoft Office (Word, Excel, and PowerPoint)
- Experience with planned giving software preferred
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