Gift Planning Administrative Coordinator

Job description

Position Summary:

Responsible for coordinating stewardship efforts, volunteer management, event logistics, and marketing activities for the Office of Gift Planning, as well as general administrative support for the gift planning unit and other individual gift officers.

Duties and Responsibilities:

Gift Planning   Stewardship Initiatives: Execute stewardship initiatives including generating welcome packets to new legacy society members for volunteer chair of society, Presidential and departmental acknowledgments of realized bequests and bequest intentions, and monthly birthday greeting cards.  Work with Director of Gift Planning on expansion and management of the Hillyer Society for the Smith College Museum of Art, including coordination with Gift Accounting on new coding and reporting procedures. Coordinate logistics of two annual stewardship events, including management of space, refreshments, the president’s schedule and participation, and the invitation and RSVP process, some independently and some in coordination with Donor Relations.

Systems and Operations: Serve as primary staff person responsible for generating reports using SalesForce, Banner, Cognos, and Excel for the Gift Planning program.  Advise and support other gift planning staff in technical areas. Perform gift calculations using specialized software and reformat outputs into donor-friendly gift illustrations. Liaison with outside web-hosting vendor.

Direct Mail Program: Coordinate production of all fund-raising appeals, volunteer and stewardship mailings, and email communications for planned giving support of Smith College. Work directly with the Director of Gift Planning to develop annual calendar and determine market segments. Work with outside vendors to ensure accuracy, quality, timely production and receipt of all out-going materials. Develop and maintain monitoring system to track effectiveness of various appeals. Monitor costs against established program budget.

Volunteer Management: Coordinate communications and activities with volunteer team of approximately 50 class Planned Giving Chairs. Liaison to lead volunteer, the national chair of The Grécourt Society. Welcome new volunteers.  Track volunteer service. Create and send quarterly Gift Planning News updates to volunteers.  Notify volunteers of new legacy society members and bequests.  Report out information on legacy society membership and statistics as requested, and work with volunteers on class newsletter submissions. 

Administrative Support: Provide administrative support to members of the Office of Gift Planning and other philanthropic officers as assigned. Prepare planned giving proposals and correspondence. Maintain donor and prospective donor files. Prepare and support gift planning officers before, during and after trips. Maintain prospect management tracking systems. Coordinate with Director of Gift Planning relating to Gift Planning marketing budget. Process invoices and expenses. Train and supervise student worker. Maintain strict confidentiality, exercise diplomacy, good judgment and initiative.



Education/Experience: Associate degree or equivalent, one to three years of relevant experience or the equivalent combination of education and/or experience.


Skills: Word processing and spreadsheet management; experience with Microsoft Office (Word, Excel, PowerPoint, Access) preferred. Experience with database management. Experience with customer relationship management software desirable. Demonstrated aptitude for numbers and a great attention to detail required.  Ability to work as a team member and also independently on projects.  Ability to handle multiple projects and deadlines.  Strong organizational, interpersonal, and communication skills.  Ability to work with a diverse population.  

Additional Information:

Smith College is an EO/AA/Vet/Disability Employer




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Job No:
Posted: 2/7/2018
Application Due: 4/8/2018
Work Type: