Gift Planning Administrator

Job description

Position Information

Position Information

Present Position Number01173WRole Code TitleAdmin & Office Specialist IIIPosition TitleGift Planning AdministratorPosition Summary

The Office of Gift Planning handles the complex outright and deferred gifts to William and Mary of real estate, tangible gifts, closely held stock, charitable remainder trusts, charitable gift annuities and testamentary gifts (bequests).

The Office of Gift Planning ensures that donors, gift officers, other university employees, executors, trustees, donors’ professional advisors and others who request assistance from the Office of Gift Planning obtain prompt, knowledgeable and exceptionally helpful assistance and that these gifts are handled in a thoughtful and thorough manner.

The Gift Planning Administrator reports directly to the Associate Director of Gift Planning Administration and handles the processing, administration and tracking of bequests, life income gifts, gifts of real property, tangible gifts and the administration of life insurance policies in accordance with established guidelines and procedures. Complex data management is a key component of this position. The Gift Planning Administrator is also responsible for assisting with coordination of the marketing of the Office of Gift Planning.

Specific responsibilities include (but not limited to):

  • Assist with the processing, administration, and tracking of bequests, life income gifts, and gifts of real property in accordance with established guidelines and procedures.
  • Conduct complex data pulls and compilations to create regular and ad hoc reports, often including Excel spreadsheets, and gift administration documents.
  • Review specified Advance reports; update existing gift planning proposals.
  • Ensure effective presence on the Gift Planning webpage and appropriate media outlets for marketing & stewardship.

This is an exciting time to work at William & Mary in the Office of Advancement as we raise $1B in our campaign, For the Bold! We are hiring ambitious, energetic professionals to join a team of 180 colleagues in our award-winning work of alumni engagement, fundraising and philanthropic outreach to a diverse community of supporters. Our alumni give back to W&M, earning us the honor of being named the number one public institution for alumni giving in 2018.

Required Qualifications

Bachelor’s Degree in a related field or the equivalent combination of education, training and/or experience.


  • Knowledge of general office operating policies and practices.
  • Knowledge of, or the ability to learn the terminology and assets, vehicles, and methods used in charitable gift and estate planning.
  • Strong analytical and synthesis skills with the ability to read and analyze complex documents, extract critical information and apply complex guidelines and procedures concerning tangible gifts and charitable distributions from IRAs.
  • Exceptional organization skills with the ability to establish workflow processes, create tracking sheets and implement process improvements.
  • Demonstrated computer proficiency with a variety of software applications, including a strong command of MS Word and Excel and familiarity with database management.
  • Excellent customer service and communication skills with the ability to work collaboratively as an effective team player and provide prompt service to internal and external customers, while exercising sound judgment, discretion and diplomacy in all interactions.
  • Strong writing skills with the ability prepare letters, edit documents and produce reports in a variety of formats.
  • Ability to learn a charitable illustration software such as PGCalc and learn to use a relational database, such as Advance or other comparable system.
  • Demonstrated ability to track, compile data and produce reports in a variety of formats.
  • Strong work ethic and integrity with a great propensity for detail and proven accuracy in all aspects of work.
  • Excellent time management skills with the ability to handle multiple and complex tasks concurrently, while maintaining a professional demeanor especially during stressful situations.


  • Prior experience working in a professional office environment.
  • Experience managing multiple tasks with competing priorities.
  • Experience in trust and/or estate administration, charitable gift administration or processing, or experience in banking, law, mortgage loan companies, title companies, non-profit organizations or college/university administration.
  • Experience with database management or with relational database systems.
Preferred Qualifications

Bachelor’s degree in Business, Accounting or closely related field is highly desirable.


  • Demonstrated experience analyzing complex documents is highly preferred.
  • Experience with process improvement and establishing processes and workflows for enhanced work flow efficiency is highly desirable.
  • Experience analyzing data and producing reports.
Advertised Pay RangeCommensurate with experienceDepartment610000 VP University Advancement OfficeLocationWilliam & MaryUniversity Salary Range

U06Job Open Date08/16/2019Review Begin Date09/05/2019Job Close DateOpen Until FilledYesEmployment CategoryOperational FTPosition Term12-MonthSpecial Application InstructionsConditions of Employment:
  • This is a non-exempt position, eligible to receive overtime in accordance with the Fair Labor Standards Act.
  • This position may be subject to overtime during high peak times, as directed and approved by the supervisor.
EEO Statement

William & Mary is an Equal Opportunity/Affirmative Action/Equal Access employer and actively encourages applications from minorities, women, disabled persons and veterans.

Background Check Statement

William & Mary is committed to providing a safe campus community. W&M conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, and when appropriate, a financial (credit) report or driving history check.

Supplemental Question

Required fields are indicated with an asterisk (*).

    Supplemental DocumentsRequired Documents
    1. Resume/Curriculum Vitae
    2. Cover Letter
    Optional Documents
    1. Other Doc
    2. Other 2




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    Job No:
    Posted: 8/19/2019
    Application Due: 9/16/2019
    Work Type: