Senior Development Coordinator

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Senior Development Coordinator
Responsibilities: Supports the Planned Giving team members in day-to-day tasks and activities, including: scheduling meetings; answering and returning phone calls and handling inquiries when possible; updating calendars; replying to emails; composing/editing routine correspondence; proofreading all correspondence; updating database donor records including scanning information and adding contact reports; handling mail merges; making travel arrangements; processing expenses reports, reimbursements, requisitions and payments to vendors; and prioritizing work and providing project support. Develops knowledge of planned giving vehicles including estates and trusts, charitable gift annuities (CGA), charitable remainder trusts (CRTs), charitable lead trusts (CLTs), retirement plans and life insurance; develops expert knowledge of fundraising guidelines, and policies and procedures relating to documentation of outright and planned gifts; and gains a general understanding of the tax laws relating to charitable giving. Assists with drafting gift agreements or documents for planned gifts obtained by the Planned Giving team. Develops knowledge of the use of official document management platform in order to prepare draft gift agreements and upload executed gift agreements. Develops full knowledge of PG-Calc software (or other similar platforms). Manages all aspects of the Charitable Gift Annuity program including, preparing gift annuity calculations and agreements expeditiously for donors; serves as liaison with financial agent to handle donor issues that arise; prepares donor letters, tax receipts and other documentation, and obtains death certificates. Maintains excel reports summarizing all new planned gifts, estate distributions, and outright gifts and pledges handled by the Planned Giving team. Prepares gift transmittals and works with the Gift Processing team to ensure timely and accurate processing of various gifts types. Organizes and implements stewardship and cultivation events for the Planned Giving team independently or with Special Events team; attends and works these events and volunteers at other Development office events as needed during the year. Maintains records of all Planned Giving ads, donor stories and marketing materials, and all required media consents or HIPAA authorization forms for the Planned Giving team. Assists with the distribution of all Planned Giving marketing campaigns to prospects including generating accurate mailing lists and ensuring that the database records reflect which individuals received which mailings. Tracks and records all responses to marketing campaigns in the institutions donor database in order to measure the return rate of each marketing campaign. Drafts responses to reply cards and inquiries and other relevant letters as needed. Maintains current information on members of the Society; facilitates the completion of all activities required to welcome new members; ensures thank you notes are sent out in a timely manner; coordinates mailings to new and current members. Runs donor reports from the institutions donor database, using various reports. Develops skills in Canva, GiftMap and other software as needed. Support with Bequest Administration in Partnership with Development Legal team and the Planned Giving team. Partners with the Development Legal team on various tasks associated with the management and processing of bequests from trusts, estates, life insurance, retirement plans and other planned gifts. Develops skills in Workfront (online project management tool) and partners with the Development Legal team to complete and track tasks associated with bequest administrations, including tracking and processing of funds received from estates and trusts, collaborates with the Development Legal team to generate monthly reports for the Planned Giving team on distributions received from estates and trusts. Apprises the Planned Giving team of all new estates notifications when they are received. Coordinates with the Development Legal team to maintain database records for gifts from estates, trusts and other estate gifts, including creating new database records, updating existing database records, uploading documents (copies of Last Wills and Testaments, trusts, etc.) and adding contact reports (points of communication) to the appropriate database records. Collaborate with the Development Legal team on initial contact with the family, attorney or executor to ascertain the decedents relationship. Manages the stewardship process and all related stewardship efforts in connection with gifts received from estates, trusts and other planned gifts, including: collaborating with the Planned Giving and Development Legal teams to identify the appropriate individuals to receive acknowledgement letters; works with the Donor Engagement and Communications team to draft and review acknowledgement letters; and uploads final acknowledgement letters to the institutions donor database. Serve as key liaison for the individual giving team and Development Coordinators in general on complex legal matters.

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