Personnel area (School): University Administration
The Office of Gift Planning (“Office”) is a central development office, which serves all of the schools and divisions of Johns Hopkins University and Medicine in the cultivation, solicitation, processing, and fiduciary management of planned gifts. The Gift Planning Coordinator reports primarily to a Director of Fiduciary Services and secondarily to Assistant Directors of Fiduciary Services. The Gift Planning Coordinator supports the Fiduciary Services Team, as well as providing general support for the Office as part of the administrative team. The Coordinator also serves as back-up support to other members of the Office of Gift Planning. The Coordinator must be able to manage time wisely, have meticulous attention to detail, and be able to effectively handle multiple priorities.
Support Director of Fiduciary Services
he Coordinator will provide primary administrative support for the Director of Fiduciary Services.
General duties may include, but are not limited to:
Maintaining an ongoing project list
Scheduling meetings and conference calls
Submitting reimbursement requests
Review bequest intention documentation and enter bequest intention into Aladin donor database via Contribution Processing Automation system (“CPA”).
Provide general support to the Fiduciary Services Team.
Other duties as assigned to support the Director of Fiduciary Services and the Fiduciary Services Team.
Serve as part of the administrative team for the office and provide general support in a professional, efficient and collegial manner.
General duties include:
Answer and triage incoming phone calls while providing exemplary customer service and proper responses to requests. When necessary, transfer calls or take accurate messages and forward to the proper staff member of the office.
Assemble and distribute mail that often includes checks and other time-sensitive information.
Maintain paper and electronic files.
Support ongoing office projects such as donor birthday cards, preparation for special marketing mailings, standard gift planning packets, and gift planning events.
Other duties as assigned to support the administrative needs of the office.
Work collaboratively with administrative team to provide consistent support, back-up, and coverage for general office support.
Demonstrate willingness to assist others within the office to accomplish common objectives.
Assist with directing inquiries generated by marketing, tracking responses and providing general support and assistance as needed.
Provide general support to Development and Alumni Relations (“DAR”) by staffing Johns Hopkins events such as reunion, commencement, and campaign events.
Other duties as assigned.
The Gift Planning Coordinator will support the Assistant Director of Fiduciary Services as directed by the Assistant Director.
General duties include, but are not limited to:
Open and close estate files
Prepare error-free correspondence using templates
Research donor and account information in Aladin and other sources
Maintain well-organized and current files for open estates
Prepare and proofread estate gift records for entry in the Aladin donor database
Obtain appropriate signatures on legal documents and track legal documents in the signature process
Update and maintain estate gift record distribution lists
Assist in creating and updating a procedures manual.
Review and scan closed file documents and coordinate archive process.
For estates with regular distributions, the Gift Planning Coordinator will independently deposit the check; enter the gift into Aladin donor database via CPA; and prepare, proofread, and send the acknowledgment receipt/letter.
Life Income Gift Administration
The Gift Planning Coordinator will support the Assistant Director of Fiduciary Services with the planned gift administration for life income gifts, including charitable gift annuities (“CGAs”) and charitable remainder trusts (“CRTs”).
Mail checks to the Office’s broker, prepare CGA contracts and Statements of Facts and Tax Consequences, and prepare and mail acknowledgment packet to donor.
Become proficient in using PG Calc program and Kaspick website.
Assist with sending the CRT annual report letters to trust donors.
Respond to inquiries regarding address changes and direct deposit of payments.
Upon termination of a planned gift, research donor and account information, receipt proceeds from Kaspick, process and distribute termination memo.
Prepare and proofread gift records for entry in the Aladin donor database; cross-check all credited life income gifts against proposals linked.
Assist with gift tracking spreadsheet.
High school diploma/GED required; college degree is preferred. Minimum three years related or relevant experience. Additional experience may substitute for education.
Strong organizational skills and the ability to juggle multiple priorities in a fast paced environment.
Proficiency with all MS Office programs, including Word, Excel and PowerPoint; proficiency with MS Outlook. Knowledge of ALADIN donor database and SAP a plus.
High level of attention to detail.
Strong interpersonal and communication skills, both oral and written, including proofreading skills.
Ability to maintain confidentiality and exhibit discreet, tactful behavior at all times.
Ability to work both independently and as part of a team.
Internal Number: 11815-en_US
About Johns Hopkins University
Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130 years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Bal...timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.