Associate Director of Gift Planning Operations

Administer and coordinate the settlement of Inherited Retirement Accounts in which the University has an interest, following established University processes and procedures and under the direction of the Deputy Director:

• Document and track retirement accounts naming the University as a beneficiary.
• Coordinate with financial institution custodians to obtain the forms and documentation required to process bequests, referring substantive legal, tax, or policy questions to the Deputy Director.
• Coordinate with internal staff to complete required forms and submit them to the appropriate financial institution.
• Coordinate the transfer of securities, cash wires, and checks for inherited IRA bequests.
• Ensure all distributions to the University are processed accurately and in a timely manner.
• Identify and address routine discrepancies using established procedures; refer non-routine, complex, or high-risk matters to the Deputy Director and maintain clear, accurate records of all settlement activities.

Provide administrative and operational support to the Deputy Director of Gift Planning Operations in the administration of Life Income Gifts and Trust and Estate Gifts, following established processes and procedures:

• Create new estate records in the estate database upon receipt of a Notice of Probate.
• Prepare routine correspondence to estate attorneys or personal representatives to request documentation, coordinate follow-up, and provide contact information for Gift Planning Operations; refer substantive legal, tax, or policy questions to the Deputy Director.
• Open official estate files, ensuring all relevant information and documentation are accurately entered and organized.
• Update estate records throughout the administration process as new documents, correspondence, or distributions are received.
• Process estate distributions in accordance with established procedures, verify documentation and allocation details, and refer discrepancies or exceptions to the Deputy Director.
• Prepare and issue receipts to the estate, as well as gift transmittals for the Gift Systems team.
• Confirm and document that all distributions are processed, recorded, and reported in accordance with established University policies, procedures, and audit requirements.
• Maintain complete, accurate, and up-to-date estate files to support proper stewardship, tracking, and reporting.

Other Responsibilities

• Coordinate with internal University partners and external parties, including financial institutions, estate attorneys, and personal representatives, to obtain documentation, support timely follow-up, and facilitate gift administration under the direction of the Deputy Director.
• Identify issues related to gift and estate administration and address routine matters using established procedures; refer non-routine, complex, unusual, or high-risk matters to the Deputy Director of Gift Planning Operations or other appropriate senior staff.
• Participate in and implement established workflow improvements related to gift administration processes, documentation, and tracking under the direction of the Deputy Director.
• Perform related duties and handle other project assignments as required.