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
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
- 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
- Works with Advancement Services on reporting metrics and donor
- 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
- 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
- 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
- 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
Office of Gift and Estate Planning
- Oversees the stewardship of current and prospective
- Manages a small portfolio of BCS Members that require
- 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
- Recruits, trains and supervises student workers, providing
on-going training and oversight of their work; Administers student
- 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
- Understands the mission and priorities of the Office
of Institutional Advancement and serve as an advocate for the
- 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
- Participate fully during the planning, as
deemed necessary, and execution of "tent-pole events"
including and not limited to Homecoming and Family Weekend and
Knowledge/Experience Requirements- Core
- Understanding of basic fundraising principles.
- Ability to comfortably speak with donors regarding
- Strong organizational and strategic planning skills
- Experience working independently and collaboratively in
fast-paced, demanding, ever-changing and complex
- 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
- Knowledgeable about fundraising and gift planning software
- Bachelor's degree or five years of relevant experience.
- Excellent interpersonal and communication skills, both verbal
- Experience in a Development/Advancement or in a legal/trust
- 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
- 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
- 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.
Please submit a resume and cover letter explaining how your
qualifications meet the requirements of the position.
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
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
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 (firstname.lastname@example.org).
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.