Gift Planning Assistant, Office of Gift Acceptance

Penn State University • University Park, IL

18h • Hybrid

About The Position

Penn State is currently seeking a Gift Planning Assistant in supporting the Office of Gift Acceptance. As a member of the Division of Development and Alumni Relations, you can play an integral role in Penn State’s future and contribute to one of the most successful fundraising and alumni relations operations in the country. This Gift Planning Assistant will provide comprehensive administrative and operational support for gift acceptance and planned giving activities, including estate and trust administration, record management, and processing of gift documentation and recording, while ensuring accurate and effective communication across the Division of Development and Alumni Relations. The role involves articulating Penn State’s needs, ambitions, and values through excellent informal and formal communications. The position is based at the University Park campus, located in State College, Pennsylvania.

Requirements

• Paralegal, Legal Assistant or similar experience
• Exemplary interpersonal and communication skills
• The ability to create and maintain an inclusive and respectful environment for all students and colleagues
• Knowledge of estate and trust administration
• Understanding of the Division of Development and Alumni Relations
• A proven ability to self-motivate and work both independently and as part of a team
• A commitment to professional development, learning, and being mentored
• Associate Degree
• 4+ years of relevant experience; or an equivalent combination of education and experience accepted
• Required Certifications: None

Responsibilities

• Provide comprehensive administrative and operational support for gift acceptance and planned giving activities, including estate and trust administration, record management, and processing of gift documentation and recording, while ensuring accurate and effective communication across the Division of Development and Alumni Relations.
• Articulate Penn State’s needs, ambitions, and values through excellent informal and formal communications.
• Support estate and trust administration, including tracking payments, preparing documentation, maintaining records, and assisting with correspondence and reporting.
• Coordinate and process guideline agreements and donor intent statements, including routing for signatures, preparing acknowledgment materials, and maintaining tracking systems and archives.
• Prepare and review bequest expectancy reports, ensuring accurate donor records, calculations, and internal coordination for proper recording.
• Provide backup support for specialized gift types, including life insurance and gifts-in-kind, assisting with documentation, donor communication, and recordkeeping.
• Maintain planned giving donor recognition and membership tracking, ensuring accurate qualification and follow-up.
• Collaborate in identifying opportunities to improve workflows, tracking systems, and documentation processes to enhance efficiency and compliance.
• Maintain and update internal procedures, guides, and materials related to gift acceptance and planned giving operations.
• Ensure accuracy and consistency of donor and gift data across systems; assist with audits, reconciliations, and data clean-up projects.
• Support implementation or enhancement of databases and reporting tools.
• Assist in ensuring adherence to institutional policies, legal requirements, and donor intent in all gift processing activities.
• Support preparation for internal and external audits by organizing documentation and responding to requests.
• Serve as a liaison for internal departments to resolve issues and streamline processes.
• Contribute to periodic reporting on planned giving activity, trends, and performance metrics.
• Deliver general office support, including managing communications, processing mail and financial documents, preparing reports, and responding to inquiries related to gift acceptance procedures.

Benefits

• Comprehensive medical, dental, and vision coverage
• Robust retirement plans
• Substantial paid time off which includes holidays, vacation and sick time
• Generous 75% tuition discount, available to employees as well as eligible spouses and children

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree
• Number of Employees: 5,001-10,000 employees