Program Coordinator, Planned Giving

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Overview

Reporting to the Planned Giving Program Manager and working with considerable independence and discretion in establishing priorities, the Planned Giving Program Coordinator provides administrative, database and fundraising support to the planned giving team to achieve the unit’s common goals and priorities. In collaboration with frontline fundraisers and other colleagues, the program coordinator supports the identification, solicitation and cultivation of alumni and friends capable of making planned gifts to the university. Essential duties include: 

• Has responsibility for the tracking, reporting, management, and analysis of activity related to planned giving prospects and all planned gifts using the Hopper/Blackbaud CRM database requiring use of Excel formulas, pivot tables, charts and graphs.

• Produces ad hoc reports by assimilating data from primary databases and other sources to support marketing and fundraising efforts.

• Supports the Planned Giving staff by drafting a wide variety of written materials; formats, edits/proofreads, and assembles correspondence for the team and others; assists in creating training materials; makes travel arrangements, produces travel itineraries; prepares expense reports; responds to phone calls, e-mail, and mail from alumni, donors and staff, providing initial response and follow-up to inquiries as needed; performs data entry and filing, and sends group mail/email.

• Prepares gift proposals and illustrations, tax information, and other documents related to life income gifts and bequests.

• Works closely with colleagues in Gift & Records Services, with other areas of the university, and with BNY Mellon Charitable Gift Services in the administration of Yale’s Life Income Program.

• Participates in a comprehensive stewardship strategy for Yale’s planned gift and bequest recognition society, Yale Legacy Partners.

• Assists with logistics for Yale Legacy Partner events and coordinates regional meetings including donor-hosted gatherings and other special occasions.

• Contacts hosts, drafts invitations, creates invitation lists, confirms attendance, prepares briefings, talking points, event flow documents for gatherings and follow-up.

The Principal Responsibilities listed below are generic in nature. Applicants will find the information in this Position Focus to be most relevant to the position.

Required Skills and Abilities

1. Exceptional communication skills with special emphasis on advanced writing ability and editing. Demonstrated excellent interpersonal skills necessary to communicate effectively by phone and in writing with donors, volunteers   and Yale colleagues. Writing sample required at time of interview.
2. Demonstrated organizational and research abilities with strong attention to detail, including analyzing large volumes of information from disparate sources and synthesizing it in a cogent and concise form.
3. Advanced proficiency with MS Word and Excel and the ability to conduct data analysis and work with financial information. Knowledge of PowerPoint and Adobe Acrobat. Ability and willingness to develop proficiency with other software including planned giving software.  
4. Demonstrated ability to prioritize work, manage multiple tasks, and meet deadlines in a time-constrained environment. Ability to initiate and complete tasks with minimal supervision. Professionalism, maturity, and the ability to maintain strict confidentiality.
5. Commitment to an inclusive workplace. Ability to engage with diverse audiences (age, gender, nationality, race/ethnicity, profession, sexual orientation, etc.). 

Preferred Skills and Abilities
1. Experience in a university setting or with development work, familiarity with Yale.  

2. Experience with database software and reporting.

Principal Responsibilities

1. Drafts a variety of written materials, including detailed individual prospect briefings and endowed gift agreement, proposals in support of specific University initiatives and internal and external correspondence that conforms to the style and voice of the sender. 2. Coordinates research on individual donors and the history and status of gift commitments as needed by gift officers and other University officials. Ensures the accuracy of gift acknowledgments and all information communicated to donors and prospects. 3. Prepares reports on prospect pools summarizing giving, status, affiliation and other data points, as needed. 4. Assists in the coordination of special events, including dedications, donor recognition events and celebration of special initiatives to ensure timely and successful completion of the proceedings. 5. Designs and produces ad hoc reports based on data extracted from primary databases to support fund raising programs. 6. Oversees stewardship functions to ensure that donors receive ongoing communication regarding the benefits of their gifts to Yale. 7. Supports fundraising directors and gift officers in a range of additional activities related to the University’s development effort, as needed. 8. May perform other duties as assigned.

Required Education and Experience

Six years of related work experience, four of them in the same job family at the next lower level and a high school level education; or four years of related work experience and an Associate degree; or little or no work experience and a Bachelor degree in a related field; or an equivalent combination of experience and education.

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Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

Health Requirements

Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

Posting Disclaimer

The hiring rate of a role is determined in accordance with the provisions outlined in the respective collective bargaining agreement.

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the position. Employees will be assigned specific job-related duties through  their hiring department.

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale's Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus.