Gift Planning Coordinator

Washington and Lee University•Lexington, VA

2d•$27

About The Position

The Gift Planning Coordinator reports to the Director of Gift Planning and provides highly responsive logistical and administrative support for the Gift Planning Program, team, and Development Officers. Washington and Lee University actively promotes a dynamic and welcoming environment that allows students and employees of multiple backgrounds and perspectives to learn, work, and thrive together. Successful candidates will contribute to that environment and exhibit potential for excellence in their areas of expertise. Essential Functions Provide high level of administrative support to the Director of Gift Planning and Gift Planning programmatic partners, including other members of University Development. Provide project coordination and administrative support for Gift Planning programs to ensure timely project completion. Submit expense reports, communicate with Advancement offices to gather information for planned gifts, facilitate and maintain mailing and electronic appeals, and provide reports from Slate (tracking donor reports). Complete and process donor paperwork, planned gift forms, record gift confirmations, and Doremus Society activity, as well as stewardship and solicitation mailings and interactions all in support of this forward-looking program mindful of donor legacy. Communicate with external parties (Lawyers, Accountants, Financial entities, etc.) to receive planned gift information for the University as directed by Gift Planning teammates. Support Development related fundraising and stewardship events, both local and remote (including, logistical and administrative support, expenses for event production support and day-of-event support). Maintain nametag and donor packet materials. Assist with the maintenance of records and data projects; supports the team with database conversion efforts, Slate data entry and queries, PaperSave entries and organization, Contact Reports, and continuous donor database utilization and research. Stay informed of best practices and suggest process improvements. Process Workday expense reports and invoices for Gift Planning team members and events. Assists with team travel arrangements, developing itineraries, donor profiles, and securing and confirming appointments as needed. Generate and maintain correspondence and office filings. Support creation of gift planning materials, including the newsletter. Manage Gift Planning mailings Collaborate with Administrative colleagues and provide broad support to the Development Office, especially the Leadership Giving team as needed. Other related duties as assigned.

Requirements

High school diploma required and Bachelor’s degree preferred with a minimum of two years of administrative or event coordination experience or a combination of experience and education for which similar skills would be acquired.
Must be proficient in Microsoft Office software.
Excellent written and verbal communication skills and strong organizational capabilities.
The ability to work effectively under pressure to meet deadlines while cultivating relationships is crucial to success.
Must exhibit a high level of professionalism, persistence, and attention to detail.
Must maintain confidentiality and handle sensitive and confidential data appropriately.
Must be a self-starter and have the ability to work independently, and to work collaboratively on a team to engage all segments of the alumni and parent community and friends of the University.
Must be available to occasionally perform some evening and weekend work in support of gift planning or development events.

Nice To Haves

Experience working in development, other advancement function, or financial/legal services is desirable.
Experience with fundraising CRMs is also advantageous.

Responsibilities

Provide high level of administrative support to the Director of Gift Planning and Gift Planning programmatic partners, including other members of University Development.
Provide project coordination and administrative support for Gift Planning programs to ensure timely project completion.
Submit expense reports, communicate with Advancement offices to gather information for planned gifts, facilitate and maintain mailing and electronic appeals, and provide reports from Slate (tracking donor reports).
Complete and process donor paperwork, planned gift forms, record gift confirmations, and Doremus Society activity, as well as stewardship and solicitation mailings and interactions all in support of this forward-looking program mindful of donor legacy.
Communicate with external parties (Lawyers, Accountants, Financial entities, etc.) to receive planned gift information for the University as directed by Gift Planning teammates.
Support Development related fundraising and stewardship events, both local and remote (including, logistical and administrative support, expenses for event production support and day-of-event support).
Maintain nametag and donor packet materials.
Assist with the maintenance of records and data projects; supports the team with database conversion efforts, Slate data entry and queries, PaperSave entries and organization, Contact Reports, and continuous donor database utilization and research.
Stay informed of best practices and suggest process improvements.
Process Workday expense reports and invoices for Gift Planning team members and events.
Assists with team travel arrangements, developing itineraries, donor profiles, and securing and confirming appointments as needed.
Generate and maintain correspondence and office filings.
Support creation of gift planning materials, including the newsletter.
Manage Gift Planning mailings
Collaborate with Administrative colleagues and provide broad support to the Development Office, especially the Leadership Giving team as needed.
Other related duties as assigned.