Gift Planning Administrator

William and Mary, United States

Updated: 1 day ago
Location: Williamsburg, VIRGINIA
Job Type: FullTime

Position Information
Position Information


Position Number 01173W
Position Title Gift Planning Administrator
Employment Category Full Time Operational
Location William & Mary
Department 610000 University Advancement
Unit Mission Statement
University Advancement creates the conditions for opportunity – human, financial & experiential – by garnering and stewarding the resources that advance William & Mary.
William & Mary Foundation’s defining and essential mission is to support the university’s people and programs. By seeking private support, and then diligently managing those funds, the W&M Foundation advances and furthers the work of William & Mary’s students and faculty —providing vital resources for scholarships, professorships, research and program funding.
Consistent with the University’s shared services agreement with the William & Mary Foundation, this position is dual hat assigned 25% effort to support Foundation Services, LLC, a subsidiary of the William & Mary Foundation with the responsibilities outlined below.
Position Summary
The Office of Gift Planning handles complex testamentary gifts (bequests), outright gifts to William & Mary including real estate, charitable distributions from IRAs, closely held stock, and deferred gifts of trusts and charitable gift annuities.
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, thoughtful, thorough and exceptionally helpful assistance.
The Gift Planning Administrator reports to the Director of Gift Planning Administration and processes and tracks bequests, life income gifts, gifts of real property, tangible gifts and the administration of life insurance policies in accordance with established guidelines and procedures. Data management and reporting is a key component of this position. The Gift Planning Administrator will also be responsible for establishing workflow processes and tracking systems, maintaining a procedural manual and developing a check and balances system to maintain compliance.
Specific responsibilities include (but are not limited to):
  • Assist with the analysis of estate files and administration correspondence received for appropriate data concerning estate matters.
  • Develop ticklers for the different stages of each estate and planned gift. Process, administer and track revocable provisions.
  • Complex data maintenance and working with the Associate Director of Gift Planning Operations to create regular and ad hoc reports.


Resourcefulness, multitasking, meeting deadlines, and working with a team are essential for success in this role.
Conditions 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.
  • Strict adherence to confidentiality is required in this role.
Essential Designation No
FLSA Non-Exempt
Position Restricted? No, this is a continuing E&G funded position
Position Term 12 month - Continuing
Position Months
Required Qualifications
  • Associate’s Degree or post high school education, training or certifications.
  • Prior experience working in a professional office environment
  • Exceptional organizational and time management skills for managing multiple tasks with competing prioritiesand deadlines.
  • Demonstrated computer proficiency with a variety of software applications, including a strong command of MS Word and Excel and familiarity with databases.
  • Excellent customer service ability to work collaboratively as an effective team player and provide prompt service to internal and external customers.
  • Strong communication and writing skills to prepare letters, edit documents and produce reports and work effectively and discreetly with a variety of internal and external constituencies.
  • Demonstrates strong analytical skills with the ability to read and analyze complex documents.
  • Demonstrated ability to track and compile data and produce reports in a variety of formats
  • Ability to understand and use databases and other tools available to choose the appropriate means to satisfy user requirements
Preferred Qualifications
  • Bachelor’s degree in Accounting, Business or a related field.
  • Experience as a paralegal working in estate and trust planning.
  • Experience analyzing complex documents..
  • Knowledge of tangible gifts and charitable distributions from IRAs
  • 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 process improvement and establishing processes and workflows for improved efficiency
  • Experience analyzing data and producing reports.
  • Knowledge of or the ability to learn the terminology and assets, vehicles and methods used in charitable gift and estate planning.
  • Experience with charitable illustration software such as PGCalc
  • Familiarity with using a relational database, such as Blackbaud or other comparable system
Is the position remote work eligible? Hybrid (works remotely at least 1 day per week but not full-time)
Remote Work Disclaimer
Remote work eligibility is not guaranteed and is subject to approval. Employee eligibility depends on the likelihood of the employee succeeding in a remote work arrangement and the supervisor’s ability to manage remote workers. Departments and/or Human Resources may amend, alter, change, delete, or modify eligibility.
Advertised Pay Range Up to $50,000, commensurate with experience
Advertised Pay Range Statement
All hiring rates are commensurate with relevant experience up to the advertised amount considering internal alignment.
University Salary Range U07
Benefits Summary Statement
William & Mary offers our employees a full array of benefits including retirement, health insurance with options for expanded dental and vision along with group and optional life insurance with coverage for spouse and children, flexible spending accounts, and an EAP (Employee Assistance Program).
Our employees enjoy additional university benefits such as educational assistance, professional development, wellness benefits, and a robust holiday schedule. All employees have access to fitness facilities on campus. Staff members also have access to the university libraries, and much more. To learn more, go to: https://www.wm.edu/offices/uhr/benefits/index.php?type=none
Job Open Date 03/11/2024
Review Begin Date 04/01/2024
Job Close Date
Open Until Filled Yes
Special Application Instructions
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.
EEO Statement
William & Mary values diversity and invites applications from underrepresented groups who will enrich the research, teaching and service missions of the university. The university is an Equal Opportunity/Affirmative Action employer and encourages applications from women, minorities, protected veterans, and individuals with disabilities.

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