Planned Gift Administrator

Position Details:
Development Office


Staff


Hourly


NE Grade 10

FTE:

1

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Job Description:

The Planned Gift Administrator is part of a successful Planned Giving team that raises, administers, and realizes millions of dollars annually from alumni, parents, and friends of the College, and consistently leads in legacy society membership nationwide among liberal arts colleges. The team's goal is to efficiently and intelligently run a sophisticated program, in terms of the variety of gifts received and in how they are solicited and processed.

The Planned Gift Administrator manages and processes 15 or more new life income, insurance, and real estate gifts a year, and 85 or more new revocable gifts; coordinates the College's ongoing life income gifts program (around 400 contracts valued at $40 million), and oversees 50 or more realized bequests and life income gifts a year (most with multiple distributions, from a pipeline of more than 1,500 gifts valued at $250 million). This work has a significant impact on Carleton by maximizing the number of new planned gifts established and the dollar value of realized planned gifts, thus maximizing critical revenue for Carleton.      

Essential Job Functions/Responsibilities:

• Manage the establishment of new planned gifts: 30% time.
  • Partner with Director of Planned Giving, Sr. Director of Major and Planned Giving, and Development Officers who work with planned giving prospects, including drafting calculations for a variety of planned gift instruments.
  • Organize the establishment of all new planned gifts, including: life income gifts, will and trust provisions, retirement assets, donor advised fund gifts, transfer on death and payable on death gifts, gifts of life insurance, and gifts of real estate, including providing complete documentation and gift recording instructions.
  • Partner with Gift Accounting, the Business Office, and TIAA Kaspick to facilitate the timely transfer of funds and accurate recording of new planned gifts across the College’s accounts.
  • Ensure new annuity contracts comply with state regulations.
  • Identify and resolve any unusual issues that arise.
     
• Manage existing planned gifts: 30% time.
  • Manage relationships with life income gift donors and beneficiaries, including responding to donor's inquires related to income payments or tax information.
  • In partnership with TIAA Kaspick, deliver annual beneficiary reports and IRS tax forms to life income gift donors and beneficiaries.
  • Oversee established deferred and flexible deferred charitable gift annuities to notify or inquire about date of first income payments.
  • Oversee established gifts of life insurance, including disbursing premiums, tracking annual statements, and requesting and verifying reimbursements.
  • Partner with the Director of Planned Giving and Sr. Director of Major and Planned Giving to manage established gift of real estate, both gifts for immediate sale and retained life estates.
     
• Manage matured and realized bequests: 30% time.
  • Oversee the administration of matured and realized bequests, including managing distributions from a variety of gift types.
  • Communicate by phone and in writing with family, executors, estate attorneys, and trustees regarding the administration of estates.
  • Partner with the Director of Planned Giving and the Sr. Director of Major and Planned Giving to optimize the timing of distributions on complex estates, including requesting partial distributions and annual accountings.
  • Oversee completed life income gifts, including coordinating with TIAA Kaspick on the severance of accounts and transfer of funds, and communicating with family regarding the final gift and final tax information.
  • Review all matured bequests quarterly and meet with internal stakeholders at least three times a year.
  • Discuss and address any unusual situations with Director of Planned Giving, Senior Director of Major and Planned Giving, Associate Vice President for Development, Director of Stewardship, Comptroller, Development Officers, and outside partners as needed.
     
• Reporting and statistics: 10% time.
  • Reconcile new and realized planned gifts monthly to ensure accuracy of new gifts across Planned Giving, Gift Accounting, and Business Office records.
  • Partner with Prospect Research, Stewardship, and Gift Accounting staff to maintain accurate gift information as gifts are made, or their purposes change or are added to over time.
  • Compile program-wide date for internal and external reports.
  • Support the Business Office as needed to maintain compliance with state gift annuity registration requirements and tracking of outside trusts.
  • Maintain and update processes and reports to track and verify new and realized planned gifts.

Describe Supervision Received and Exercised:

• Ability to work with minimum supervision; communicate with donors, their advisors, and our internal and external partners independently; manage the planned gift program work flow.
• Independently identify "problem" gifts, gather and evaluate information to resolve them, bring in Director of Planned Giving, Sr. Director of Major and Planned Giving, and others as needed.
• Independently help life income gift donors at all levels, including trustees, with questions they may have related to their gift(s), including income payments or tax information.
• Collaborate with and advise the Director of Planned Giving, Comptroller, and Senior Director of Development Operations on the creation of all new life income gifts, including those funded with complex assets, such as real property and non-marketable securities.
• Although the Planned Gift Administrator has no direct supervisory responsibility, they oversee specific tasks and projects completed by the Development Coordinator.

Education/Experience/Skills (supported by job duties) :

Required:

• B.A. degree, including classes in business, accounting, paralegal, or the equivalent.
• 3-5 years of experience, with planned giving, accounting, or legal work preferred
• Familiarity with planned gift instruments
• Must be extremely detail-oriented and able to manage multiple tasks with a high degree of accuracy, organization, and independence.
• Excellent verbal and written communications skills.
• Excellent interpersonal skills; extensive collaboration with internal and external partners, along with donors and their advisors; adept at navigating partnerships among diverse stakeholders with varying priorities and needs.
• Comfortable working independently and with a team.
• Flexible and adaptable, comfortable with a variety of gifts and processes that require different skills
• Demonstrated skills in using Microsoft Office and Google Suite, as well as comfortable learning new programs.
• Aptitude with numbers and financial reports.

Preferred:

• A working knowledge of PG Calc, or other specialized planned giving software.
• Experience working with estates and trusts.

NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties to meet the ongoing needs of the organization.
 

Salary and Benefits:

This is a non-exempt level position. The selected finalist’s salary will be based on the candidate’s qualifications, internal pay structure, and our overall compensation package. Carleton offers a generous benefits package, including comprehensive medical, dental, and vision insurance, 403(b) retirement plans with a 10% employer contribution with immediate vesting, a health savings account with college contribution, a generous paid time off, as well as access to many other campus amenities.
 

Carleton College is a AA/EEO employer:

We are committed to developing our staff to better reflect the diversity of our student body and American society. Members of underrepresented groups are strongly encouraged to apply.