Planned Giving Coordinator

University of California, Irvine•Irvine, CA

About The Position

The UC Irvine Office of Planned Giving is an integral component of the University Advancement & Alumni Relations team, helping donors create lasting legacies through estate gifts and charitable vehicles. Planned gifts have become an increasingly important source of philanthropic support for UC Irvine, providing future resources that will sustain scholarships, research, healthcare, faculty excellence, and innovative programs for generations to come. As the university continues to experience significant philanthropic growth, the Office of Planned Giving works closely with donors, professional advisors, and campus partners to facilitate meaningful charitable giving opportunities that align donors' personal, financial, and philanthropic goals with the long-term priorities of the university. Under the direction of the Executive Director of Planned Giving, the Planned Giving Coordinator provides high-level administrative support, project management, and operational coordination to the Executive Director of Planned Giving and the Planned Giving Team. The Planned Giving Coordinator must possess the ability to work collaboratively with advancement colleagues and interact effectively with donors, prospects, professional advisors, trustees, executors, and campus stakeholders. Areas of responsibility include: office management, donor and development officer event coordination, donor stewardship, prospect management, preparation of marketing and other promotional materials, record and database management including research and analysis for the Planned Giving team, and coordination of estate administration activities related to realized planned gifts. This includes assisting with the tracking and documentation of estate distributions, maintaining communication with trustees, executors, attorneys, and family members, coordinating internal review and processing of estate-related gifts and assets, and ensuring donor intent is properly documented and fulfilled in collaboration with University Advancement, legal, finance, the UC Regents, and gift administration partners.

Requirements

Skill to maintain confidentiality.
Ability to communicate effectively with individuals at all levels.
Possess traits of good judgment and discretion in communicating with colleagues and constituents.
Proven excellent organizational skills.
Demonstrated ability to prioritize workload, meet deadlines, and work with frequent interruptions under constantly changing priorities
Proven level of outstanding professionalism in providing executive assistance to supervisor including: scheduling meetings, coordinating all travel and lodging arrangements, liaison to faculty and staff, prioritizing incoming mail, screening telephone calls and general office management
Demonstrated knowledge of records management including the proven ability to develop and maintain a system to track and update a variety of information including and an accurate detailed calendar.
Demonstrated ability to operate office equipment proficiently.
Strong interpersonal skills and poise in dealing with diverse contingencies including, among others, influential community leaders, University leadership, faculty, administrative personnel and volunteer groups.
Interest in learning and growing in a fundraising environment.
Skill to develop reports, proposals and external relations materials.
Skill to use a personal computer and computer software programs at the level of sophistication required for the development office.
Proven ability to use MS Office programs, and familiarity with the Internet to conduct searches.
Good organizational, analytical and critical thinking skills.
Resourceful in finding appropriate solutions to problems and initiative in presenting alternatives and implementing solutions to ensure effective change.
Ability to anticipate problems and take necessary action to eliminate or mitigate potential negative effects.
Ability to be flexible in working independently as well as collaboratively with Advancement and faculty and staff to achieve defined goals.
Use initiative to organize and follow through with complex tasks to meet deadlines.
Superior ability to write clear, concise reports, summaries of donor and prospect information, correspondence and public relations materials with minimal direction.
Superior ability to review, rewrite and edit all correspondence, from letters to emails, prior to dissemination
Bachelor's degree in related area and / or equivalent experience / training, significant work experience could substitute for the degree.
One to two years of office administrative support in a development setting
Experience in independently planning all aspects of special events.
Must be able to provide proof of work authorization

Nice To Haves

Working Knowledge of Salesforce, Marketing Cloud or other graphics programs.
Knowledge of UCI policies and accounting forms such as invoices, travel vouchers, purchase orders, and check requests.
Familiarity with various gift-planning vehicles, include charitable gift annuities, charitable remainder trusts, charitable lead trusts, pooled income funds and bequests.
Experience working with Microsoft Publisher or other graphics programs.
Working knowledge of various University policies and procedures
Familiarity with estate distribution processes related to wills and trusts.
Interest in learning about planned giving.

Responsibilities

Office management
Donor and development officer event coordination
Donor stewardship
Prospect management
Preparation of marketing and other promotional materials
Record and database management including research and analysis for the Planned Giving team
Coordination of estate administration activities related to realized planned gifts
Assisting with the tracking and documentation of estate distributions
Maintaining communication with trustees, executors, attorneys, and family members
Coordinating internal review and processing of estate-related gifts and assets
Ensuring donor intent is properly documented and fulfilled in collaboration with University Advancement, legal, finance, the UC Regents, and gift administration partners