Brandeis University – a distinguished private research university recognized for its academic excellence and leading-edge research – has an exciting opportunity for a talented and motivated Assistant Director for Planned Giving.
As a member of the Institutional Advancement Development team, the Assistant Director of Planned Giving (ADPG) is responsible for supporting the operational and programmatic aspects of a robust planned giving program. The incumbent will work collaboratively with the ED and colleagues across the institution to execute the programmatic objectives of a robust and sophisticated planned giving program. This includes administrative work related to complex planned gifts, reporting and analysis, budget creation and monitoring, and stewardship of planned giving donors through the Sachar Society.
Other responsibilities include effective partnership with colleagues, peers and unit managers within a diverse advancement organization and complex top-tier research institution.
The work of the ADPG is integral to the financial success of the University and generates significant annual revenues to advance the mission.
Key Responsibilities:
Planned Giving Program Administration
- Oversee documenting and updating PG standard operating procedures.
- Perform data entry in Ascend to update, track, and record planned gifts.
- Generate and analyze reports from CRM to track PG booked gifts, active estate administration, PM portfolios, Sachar Society lists, etc.
- Assist in projects to identify and build the Brandeis planned giving prospect pipeline. Procure archived donor gift agreements and correspondence for use by staff and append to records in Ascend. Prepare and submit annual renewal paperwork/forms with our international conduits – the UK Charities Aid Foundation and Chapel & York (Hong Kong charity foundation).
- Assist with creation of and managing PG budget. Assist with internal training programs. Undertake or oversee student/temp workers with special data clean-up projects in Ascend.
Life Income Gift Administration
- Provide proper documentation for finance and gift processing to book life income gifts in Ascend. Work with TIAA Kaspick on system entries and updates for life income gift recipients. Track CGA agreements and Trust contracts with donors, and ensure those are filed in the correct places when received.
- Communicate with life income gift recipients in connection with their accounts, e.g. change of address, bank info, new beneficiary information. Respond to state regulatory authorities, and gather required information in connection with CGAs forms and communications. Manage annual beneficiary report mailing.
Estate Administration
- Assist in processing, corresponding and submission of estate administration documentation. Work with financial institutions and obtain the necessary Brandeis signatures in connection with the preparation, submission, and processing of paperwork where Brandeis is a take-on-death beneficiary.
- Correspond with and track communications with estate representatives in connection with estate distributions, and receipts and releases.
- Research donor deaths and search probate records to confirm whether Brandeis is (or has remained) the beneficiary of a deceased prospect’s estate (whether or not a Sachar member).
Stewardship
- Assist in planning and managing details of Sachar Society events (2 times per year). Create and mail Sachar Society acknowledgment/welcome letters and packages to donors. Send condolence letters to family of recently deceased donors prior to receiving monetary gift.
- Work with Donor Relations on letters to family post receiving planned gift.
Marketing
- Oversee creation of mailing lists, work with CRM team on fulfillment, and follow-up on any adjustments to ensure accurate lists.
- Work with marketing vendor on copy and artwork for newsletters, self-mailers, emails and information sheets. Work with mail house on reviewing NCOA and non-mailable data.
- Assist in planning and managing Sachar Society webinars and partnering with alumni relations interest groups like the Lawyers Alumni Network. Assist with planned giving activities at student call center.
Planned Giving Cultivation and Solicitation
- Respond to planned giving inquiries as needed. Assist in creating life income gift illustrations and other information for gift officers.
Requirements, Skills Needed, and Additional Information:
BA/BS required. Advanced degrees and/or fundraising certification highly desired.
Minimum of 3-5 years total work-related experience OR equivalent combination of education and experience.
Experience in a higher education or non-profit setting preferred; 2 years+ experience with fundraising and volunteer management required.
Ability to function at a high level within a complex organization.
Proven track record of working in a dynamic, evolving and highly energetic fundraising environment.
Superior interpersonal skills with proven ability to successfully interact and collaborate with varied constituencies in a professional manner, exhibiting excellent written and oral communications skills.
Ability to apply good judgment and discretion when dealing with highly confidential alumni, parent, student, family, donor and prospect information.
Must be a detail-oriented, self-starter with an ability to work independently and manage multiple projects and priorities to meet aggressive timelines and challenging deadlines.
Must be able and willing to work occasional evenings and weekends.
Demonstrated experience of working with institutional leadership and in developing strategic engagement and solicitation strategies for leadership and major gift prospects.
Demonstrated willingness to learn about intricacies of planned giving tools, vehicles, and strategies.
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