Gift Planning Associate
Santa Clara University
Department: Development Individual Giving
Part Year: No
FLSA Status: Non-Exempt
Standard Hours (hours per week): 40
The Gift Planning Associate provides a full-range of programmatic and administrative support to the Executive Director of Gift Planning (ED) and a team of Gift Planning Directors tasked with generating campaign and general financial support for the University. The Gift Planning Associate is a contributor to the gift planning fundraising success.
The Gift Planning Associate will work to ensure that the ED and the Gift Planning team receive the highest level of operational and strategic support possible, takes the leadership and initiative to manage key infrastructure to the program and serves as the front-line in responding to inquiries and information.
Essential Duties and Responsibilities:
1. Program management
a. Organize and maintain detailed files for life income donors, Bergin Legacy Society members and estates.
b. Produce illustrations of potential planned gifts and the Net Present Value (NPV) calculation for new planned gifts using specialized gift planning software.
c. Liaison between Gift Planning, University Finance Office and outside fund managers to service new and ongoing needs for life income donors.
d. First line of communication and project manage estate gift notification that includes managing a production document that tracks all open estates and time-line to receive each gift.
e. Work with the ED to ensure gifts are received, receipted and directed per the terms of the donor and/or trust document.
f. For training events, assist with planning, oversee the logistics, materials preparation and follow-up May require event day attendance.
g. Project manage and oversee all activities related to the Thomas I. Bergin Legacy Society.2. Marketing and Communication
a. Manage the production of electronic and printed newsletters and other related collateral. Project manage the deadlines and communication for each issue
b. Respond efficiently and promptly to reply cards, emails, inquiries and back end responses after each NL issue; track responses for follow-up; work with the ED to ensure that assignment from leads or requests are followed-up promptly.
c. Liaison between the website vendor, gift planning and the Office of Marketing and Communications when there are updates or changes to the website to include donor stories and web design updates.3. Budget and financial management
a. Prepare the transmittal to process all new gifts received through gift planning and all planned gifts for the division. Monthly, review the Vehicle Report for accuracy.
b. Bi-weekly, run the New Planned Gifts over $10k report, audit and work with the Gift Planning team; return it to Donor Relations.
c. Prepare and reconcile all reimbursements and payment requests according to University policies and procedures.
d. Assist ED in the preparation of budget and performance reports. Oversee orders of supplies and other department expenses with approval by ED while adhering to the established budget.4. Direct fundraising support
a. Conduct or request prospect information; assemble and analyze data to prepare reports, briefings, proposals and materials.
b. Provide prospect meeting logistic support and set-up. Process contact or interaction reports, set up and monitor reminders.
c. Draft gift agreements and assist with their internal approval/review process; oversee logistics for signing celebrations.
d. Oversee the gift planning expectancy report that tracks all known documented and matured planned gifts.
e. Annually file the Charitable Gift Annuity report with the Department of Insurance.
f. Serve as Administrator for SCU to the universitys trust managers. Communicate effectively across multiple functions, which include University Finance Office, Trust Managers, Gift Processing, Prospect Management, Donor Relations, Advancement Services and Frontline Fundraisers.
g. In coordination with class giving officers, provide accurate rosters and assist with recognition pins for attendees at Grand Reunion.5. Gift Planning Administrative Support
a. Provide advanced, diversified and confidential administrative support to the Gift Planning team.
b. Schedule and coordinate meetings, events, appointments, conference calls, and webinars with external and internal constituencies, and occasionally appointments with prospects and donors.
c. Proactively manage materials and information related to the teams schedule and provide relevant information and materials in advance of meetings. Provide complex calendar management including scheduling and logistics, independently prioritize calendar activity requests and effectively and respectfully coordinate with a range of individuals.
d. Prepare and edit correspondence, communications, presentations and other documents for review and signature. Monitor, respond to and distribute incoming communications as appropriate.
e. Schedule and coordinate travel arrangements, including developing itineraries and assembling travel packets.
f. Create and maintain appropriate filing systems to ensure organization and quick retrieval.
g. Manage inventory of marketing materials; prepare presentation folders; key documents updated as appropriate and shared with frontline fundraisers.
h. Assist the ED in planning the agenda for the quarterly Gift Planning Advisory Council meetings; manage all of the logistics, preparation all of the materials and post meeting follow-up.
i. Produce high quality documents that may include: minutes, agendas, excel reports, power point, or annual plans.
j. Other duties as assigned.
Provides Work Direction:
The diversity of workload requires leadership, flexibility, confidence, efficiency, attention to detail, and the ability to prioritize tasks and meet deadlines for a wide variety of assignments. This position also requires tact, diplomacy and a high level of confidentiality in dealing with members of the University community and the Universitys top donors.To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.
1. Considerable time is spent at a desk using a computer terminal.
2. May be required to travel to other buildings on the campus.
3. May be required to attend conference and training sessions within Bay Area or in- or out-of-state locations.
4. May be required to occasionally travel to outside customers, vendors or suppliers.
5. May at times require physical labor.
1. Typical office environment. 2. Mostly indoor office environment. 3. Offices with equipment noise. 4. Offices with frequent interruptions.
Knowledgeable in CLARA (fundraising database) or similar CRM database.
Some working knowledge and understanding of fundraising and donor relations concepts, principles, procedures and techniques. Knowledge of gift planning vehicles a plus.
Knowledge and experience using technology to enhance communications as well as operational efficiencies in the office.
Knowledge of budget management practices. Familiarity with financial, tax and legal terminology desirable.
Understanding and appreciation of the mission of Santa Clara University and the vision and values of a Jesuit Catholic educational institution.
Must be a goal-oriented and exceedingly well-organized individual who can demonstrate accountability, initiative, creativity and focus in a rapidly changing and intellectually stimulating environment.
Exceptional verbal, writing, and research skills, with a high degree of accuracy, preferably demonstrated in an academic setting or development office.
Expert planning, coordination and organizational ability, including skill to manage numerous projects simultaneously.
Excellent computer skills; proficiency in using advanced functions of word processing, Excel spreadsheets, PowerPoint, database and web resources.
Demonstrated ability to establish credibility with broad and diverse constituencies within a complex organization based upon integrity, critical thinking, outstanding operational performance, customer service orientation and excellent interpersonal skills.
Demonstrated sound judgment in situations requiring independent decision-making and in handling highly confidential and sensitive material.
Demonstrated ability to manage time and workload to multitask and achieve goals in a deadline-driven environment while maintaining strong attention to detail and customer service.
Ability to take initiative, present options, and anticipate outcomes; to work with both urgency and calm; the ability to juggle multiple projects simultaneously; flexibility; and comfort working in a fast-paced and changing environment.
Ability to work flexible hours when needed (some evenings).
Education and/or Experience:
Bachelors degree required. Minimum of four years professional experience working for a non-profit organization, higher education institution or related field.
Open Until Filled: Yes
Special Instructions to Applicants:
To view the full job posting and apply for this position, go to https://jobs.scu.edu
About Santa Clara University
Santa Clara University is a comprehensive Jesuit, Catholic university located in Californias Silicon Valley, offering its 8,800 students rigorous undergraduate curricula in arts and sciences, business, and engineering, plus masters, Ph.D., and law degrees.
Distinguished by the highest retention rate and ranked second among all masters universities in the West by U.S. News and World Report, Santa Clara University is Californias oldest operating institution of higher-education. The University is focused on creating an academic community that educates citizens and leaders who will build a more just, humane, and sustainable world.
Santa Clara University is an Equal Opportunity/Affirmative Action employer, committed to excellence through diversity and inclusion, and, in this spirit, particularly welcomes applications from women, persons of color, and members of historically underrepresented groups. The University will provide reasonable accommodations to individuals with a disability.
Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website at http://www.scu.edu/cs/. To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.
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