Gift Planning Coordinator

Claremont, CA

Job Posting Title :

Gift Planning Coordinator

Job Description :

PRIMARY PURPOSE / GENERAL DESCRIPTION :

Reporting to the Director of Gift Planning, the Coordinator plays a vital role in the coordination and execution of strategic initiatives that expand and strengthen the College's planned giving program. The position is responsible for managing donor stewardship and engagement opportunities, overseeing gift administration processes, and implementing marketing and communications strategies that advance philanthropic support.

DESCRIPTION OF DUTIES AND RESPONSIBILITIES :

ESSENTIAL FUNCTIONS :

This information is intended to be a descriptive of the key responsibilities of the position. The list of essential functions below does not identify all duties performed by any single incumbent in this position. Perform other duties as assigned.

Donor Engagement & Program Coordination

Manage and respond to donor inquiries directed to the Office of Gift Planning. Provide guidance and connect when needed with other Scripps staff or departments.

Together with the Director of Gift Planning, plan and execute signature Gift Planning events, from concept through delivery, including programming content, guest experience, and post-event follow-up.

Coordinate needed logistics for events, including reserving spaces on campus or at off-site locations, preparing Zoom calls for online events, sending invitations, logging RSVPs and communicating directly with donors.

Oversee the design, production, and distribution of annual stewardship gifts, maintaining consistency with institutional voice and values.

Lead virtual stewardship programming for giving society members, including the society's book club.

Gift Administration

Oversee the implementation and continuous improvement of gift administration processes, ensuring accuracy and compliance in documentation, contracts, and donor records.

Create and maintain standardized templates and procedures for gift-related correspondence, ensuring alignment with both College branding and legal requirements.

Send new gift documents for electronic or paper signature and ensure that final drafts are shared with relevant Scripps staff as well as donors.

Resolve issues related to annuity payments, direct deposit, or beneficiary distributions by liaising with donors and financial institutions.

Manage estate and beneficiary-related outreach, including sensitive family interactions and required tax documentation.

Serve as the primary liaison to Advancement Services, Business Affairs, and TCCS, coordinating cross-departmental processes to ensure smooth handling of new and existing gift plans.

With support from the Director of Gift Planning, seek training opportunities for professional development within the field.

Data and Records Management

Provide strategic oversight of planned giving data, ensuring accuracy, integrity, and timely updates in Blackbaud NXT and Box.

Manage systems for tracking pending distributions and outstanding pledges, alerting relevant staff to actions required for timely gift completion.

Prepare quarterly and ad hoc reports on Elm Tree Society membership, giving totals, and other key metrics for leadership review.

Assist Director of Gift Planning in maintaining and reviewing prospect contact reports,

Responsible for regular audits of Gift Planning data for accuracy and completeness.

Budget

Manage the annual operating budget for the Office of Gift Planning in collaboration with the Director, ensuring resources align with strategic goals.

Monitor budget performance, reconcile expenses, and prepare monthly and quarterly financial reports for leadership.

Planned Giving Marketing

Together with the Director of Gift Planning, develop an annual marketing calendar.

Coordinate with Marketing and Communications for creation of new marketing materials for the Planned Giving website and newsletters.

Responsible for keeping marketing projects on budget and delivered on schedule.

Manage vendor relationships, timelines, and deliverables for marketing, publications, and web updates.

Active support for the College's Principles of Community and Institutional Values in the performance of job duties.

QUALIFICATION STANDARDS :

REQUIRED KNOWLEDGE, SKILLS, and ABILITIES :

Individual must possess knowledge, skills, and ability to successfully perform the essential functions of the position or be able to explain or demonstrate how the essential function will be performed, with or without reasonable accommodation, using some other combination of skills and abilities.

Project management skills and the ability to manage multiple projects simultaneously.

Strong clerical and administrative skills with attention to detail.

Excellent communications skills with customer service orientation.

Strong professional writing and verbal skills.

Ability to build productive relationships with all alumnae, specifically major donors with estate commitments to the College.

Ability to build strong working relationships within the department, division, and across other units of the College.

Proficiency in Microsoft Office suite (word, excel, PowerPoint) and proficiency in office CRMs and systems, specifically Blackbaud Raiser's Edge and Workday. Preferred experience with PGCalc, Canva, and WordPress.

EDUCATION & EXPERIENCE :

Bachelor's degree preferred or any combination of education, training and experience that provides the required knowledge, skills and abilities of the position.

At least two years of experience in administrative support and / or project management.

Experience in higher education or other non-profits preferred. Previous experience with planned giving, financial planning, accounting or the legal field (i.e. paralegal or legal secretary) is preferred.

LICENSES / CERTIFICATES :

Certified Specialist in Planned Giving (CSPG) is preferred.

OTHER :

HOURS & CLASSIFICATION AND STATUS :

This is a temporary status, full-time, benefits-eligible, non-exempt position.

The regular hours of this position are Monday-Friday 8 : 00 am-5 : 00 pm. Hours may vary due to the needs of the College or department. This position is expected to end on or before June 30, 2029.

Hourly rate range : $22.50-$24.50. The hourly rate of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty, and training.

SUPERVISORY RESPONSIBILITY :

None.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is quiet to moderate.

Physical and Mental Requirements

Ability to maintain good concentration level while dealing with interruptions; attention to details with emphasis on accuracy; capable of giving, receiving, and analyzing information, formulating work plans, and articulating goals and action plans.

Sitting in a normal seated position for extended periods of time. Standing for extended periods of time. Reaching and extending hand(s) or arm(s) in any direction. Finger dexterity required to manipulate objects with fingers rather than the whole hand(s), or arm(s), for example, using a keyboard. Communication skills using the spoken word. Ability to see within normal parameters. Ability to hear within normal parameters. Ability to bend and stoop, for example, to file. Ability to move about. Ability to lift and carry short distances up to 20 lbs., for example to lift or move office supplies, files, books and packages.

At-Will Employment

Regular employment at the College is for no specified period of time; conditions and status of employment (hours, pay, title, duties, etc.) are subject to change at any time. Scripps College is an At-Will employer. Employees, and likewise the College, are free to end the employment relationship at any time, for any reason, with or without notice or cause, unless otherwise prohibited by law.