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Occidental College
California, United States
Salary Commensurate with experience
Closing date
Jul 9, 2022

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Position Type
Fundraising, Donor Relations, Fundraising Administration, Planned Giving, Other Fundraising
Academic Centers, Education
Employment Type
Full Time
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Reporting to the Senior Director of Gift Planning, the Associate Director of Gift Planning Administration and Stewardship is part of the Office of Gift Planning Team. Assists the directors in the implementation of activities to support the planned giving program to achieve annual fundraising goals. Plays a crucial role in the stewardship of planned giving donors to the College. Manages daily administrative and functional operations of the Gift Planning Office; Supports planned giving proposal writing and gift analyses; Acts as liaison with donors, investment managers, attorneys, governmental agencies and outside vendors. Works on trust asset reconciliation, securities, real estate, IRA and cash transfers associated with trust and annuity pools; Manages estate and trust issues and payment processing. Oversees, trains and manages student employees; Oversees research and publication processes. Position requires mature judgment, confidentiality and ability to act independently to plan and accomplish goals.

Essential Functions

Estate and Gift Management:

  • Manages the administration of all gifts payable upon death of a donor (estate gifts, trust distributions, beneficiary designations) to Occidental College.
  • Reviews, analyzes, and interprets estate planning and administration documents, including wills, trust agreements, beneficiary designation forms, probate notices, gift agreements, and fiduciary accountings to protect Occidental’s interest in the estate.
  • Sets priorities and implements best practices for estate gifts; utilizes both the Business Office, the General Counsel and outside Counsel to effectively and efficiently monitor estates and trusts in which Occidental has an interest and process distributions.
  • Collaborate with estate attorneys, trustees, paralegals, probate court personnel, and others to ensure efficient and proper receipt of estate distributions.
  • Obtains distributions held at financial institutions by researching process and submitting required forms and documentation with signature by an authorized staff member.
  • Assists with the design of complex gift vehicles through partnership with Crescendo, Kaspick and the gift planning team.
  • Works with Advancement Services on reporting metrics and donor research.
  • Designs life income gift illustrations with members of the Gift Planning team using relevant software and other tools.
  • Sets up appropriate payment methods on life income gift arrangements: resolves beneficiary payment issues and acts as intermediary with donors and outside investment managers

Communication and Record Keeping:

  • Proactively communicates with leadership and gift officers, as appropriate, regarding each estate to provide pertinent information and updates; respond to questions about estate gifts as needed.
  • Prepares explanatory memoranda and sends documents to leadership for signature.
  • Creates and maintains current and accurate database records of all pertinent information concerning status of estates, seeking assistance from Advancement Services when necessary; tracks current gift planning donors (BCS)
  • Creates and maintains accurate action and proposal entries in Blackbaud seeking assistance from Advancement Services when necessary to enter into Banner; tracks gift planning Gift Agreements
  • Enters estate gifts into relevant database(s), seeking assistance from Advancement Services when necessary.
  • Obtains and shares donor/family information and explanation of estate gift in order for internal colleagues to provide appropriate stewardship and acknowledgment of gifts.
  • Develops and prepares internal reports monthly that inform leadership and divisional colleagues of the status and purpose of estate gifts, previously credited pledges, and incoming revenue.
  • Contributes to production and editing of marketing materials, assists with venders, mail houses.
  • Produces routine correspondence and gift acknowledgements to donors, banks, trust offices; Prepares proposals, thank you letters and other general correspondence; Assist with contact reports when necessary.

Office of Gift and Estate Planning Duties:

  • Oversees the stewardship of current and prospective donors.
  • Manages a small portfolio of BCS Members that require stewardship only.
  • Responds to inquiries with professional, welcoming demeanor, supports information on a wide range of planned giving vehicles, and provides suggested forms of bequest language.
  • Provides back-up assistance for personal tours, purchasing of recognition gifts, arranges special lunches, dinners and meetings; Provides support for BCS events.
  • Researches information on donors and prospects as needed, prepares prospect tracking reports, assists directors with planning donor visits/trips.
  • Recruits, trains and supervises student workers, providing on-going training and oversight of their work; Administers student labor budget
  • Pays expenses for Office of Gift Planning; reallocates resources and makes all necessary purchases

Institutional Advancement Duties:

  • Serves as a member of the Gift Planning team and a resource to all Institutional Advancement and campus partner team members about various estate gifts, asset transfers and audit issues and other matters.
  • Understands the mission and priorities of the Office of Institutional Advancement and serve as an advocate for the department.
  • Adhere to the principles of ethics and standard practices as articulated in the Council for Advancement and Support of Advancement (CASE) Donor Bill of Rights from the Council for Advancement and Support of Education.
  • Participate fully during the planning, as deemed necessary, and execution of "tent-pole events" including and not limited to Homecoming and Family Weekend and Reunion Weekend.

Knowledge/Experience Requirements- Core Skills

  • Understanding of basic fundraising principles.
  • Ability to comfortably speak with donors regarding philanthropic decisions.
  • Strong organizational and strategic planning skills
  • Experience working independently and collaboratively in fast-paced, demanding, ever-changing and complex environment. 
  • Excellent interpersonal, oral and written skills and the corresponding analytical skills needed to establish strategic fundraising goals and report on results.
  • Ability to adapt to a variety of cultures and customs to engage donors and potential donors in philanthropic conversations.
  • Ability to handle confidential information in a discrete and professional manner.
  • Knowledgeable about fundraising and gift planning software


Minimum Qualifications:

  • Bachelor's degree or five years of relevant experience.
  • Excellent interpersonal and communication skills, both verbal and written.
  • Experience in a Development/Advancement or in a legal/trust field.

Preferred Qualifications:

  • Knowledge of planned giving terminology is a plus.
  • Ability to manage multiple projects and determine priorities, and to maintain a high degree of professionalism and confidentiality.
  • Possesses strong interpersonal skills and ability to work with broadly diverse groups of constituents including donors, alumni, trustees, friends of the College, faculty, attorney, trustees and other professional advisors, fundraising colleagues and institutional leadership.
  • Demonstrates strong organizational management skills to successfully handle a wide variety of responsibilities.
  •  Competency in Word, Excel, Outlook and web browsers is necessary, familiarity in planned giving software (PG Calc, Crescendo) is a plus.  

Application Instructions

Please submit a resume and cover letter explaining how your qualifications meet the requirements of the position.

Additional Information

Occidental is an Equal Opportunity Employer and does not unlawfully discriminate against employees or applicants on the basis of race, color, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, breastfeeding or related medical condition, national origin, ancestry, citizenship, age, marital status, physical disability, mental disability, medical condition, genetic characteristic or information, military and veteran status, or any other characteristic protected by state or federal law. Occidental is strongly committed to increasing the diversity of the campus community and the curriculum, and to fostering an inclusive, equitable, and just environment within which students, staff, administrators, and faculty thrive. Candidates who can contribute to this goal through their work are encouraged to identify their strengths and experiences in this area. Individuals advancing the College’s strategic equity and justice goals and those from groups whose underrepresentation in the field are particularly encouraged to apply

Salary is commensurate with experience and qualifications. A comprehensive benefits package is available that includes: excellent health, dental, life, and retirement benefits; tuition benefits for the employee, spouse, domestic partner, and dependents; additional extras including use of gym facilities and the College Library. For a detailed description of benefits, please visit

All qualified applicants will be considered for employment, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance.

Occidental College is committed to working with and providing reasonable accommodations to applicants with qualifying disabilities. If you need a reasonable accommodation because of a disability for any part of the application or employment process, please contact Human Resources (

As a condition of hire for a staff position and for appointment to a faculty position, Occidental College requires that all candidates who have received a conditional offer of employment complete an application form (if they have not already done so) and consent to a background check. Satisfactory completion of a background check, along with pre-employment verifications and references are required as a condition of employment, but only as permitted by federal, state, and local law, including the City of Los Angeles Fair Chance Initiative for Hiring Ordinance.

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