Planned Giving Specialist

Equal Opportunity and Nondiscrimination Statement                                    

In addition to its commitment to a harassment-free educational and working environment, the College is an equal employment opportunity employer. The College is committed to a policy of equal employment opportunities for all applicants and employees and complies with all applicable state and federal laws on the matter. The College does not unlawfully discriminate on the basis of race, color, religion, sex (including gender, pregnancy, childbirth, or related medical conditions), gender identity, gender expression, national origin, ancestry, age, physical disability, mental disability, medical condition or medical leave, marital status, sexual orientation, or any other category protected by law. The College also prohibits the harassment of any employee on any of these bases.

Location:

Claremont, CA

Job Posting Title:

Planned Giving Specialist

Job Details and Requirement:

BASIC FUNCTION:

The Planned Giving Specialist will perform various administrative and coordination tasks to support the Planned Giving team in securing, accounting, and managing life income agreements and bequest donations. The position will focus on the preparation, processing and compilation of prospect and donor files, letters, contracts and tax receipts, while serving as the primary point of contact for phone calls, office visitors and some vendor relationships. The work requires significant attention to detail, the ability to prioritize work, manage large projects, and maintain confidentiality while providing reliable customer service. 

DESCRIPTION OF DUTIES AND RESPONSIBILITIES:

ESSENTIAL FUNCTIONS:

Gift Processing and Donor Relations (60%)

• Provide quality customer service at all times.
• Maintain prospect and donor records in accordance with legal, College, and department standards.
• Oversee the delivery and review of life income and bequest gifts between departments, ensuring all information pertaining to the gift is accurately reflected in internal systems. 
• Prepare and circulate life income agreements for review and signatures.
• Work closely with other departments in circulating and collecting necessary documents, including, but not limited to, life income contracts, tax forms, life income releases, and designation instructions.
• Process receipts and acknowledgement letters, ensuring both align with donor intent. 
• Respond to inquiries, concerns and requests for information from donors and prospects.

Administrative Support (40%)

• Submit and reconcile invoices and expense reports.
• Assist in the scheduling, preparing and disseminating of meeting materials, both internally and externally.
• Assist with travel arrangements for Assistant Director, Associate Director, and Director of Planned Giving including preparation and circulation of travel itineraries.
• Prepare routine and non-routine correspondence, including organizing large mailings and stewardship projects.
• Review daily, weekly, monthly, quarterly and annual reports ensuring accuracy in all data for delivery to internal departments, donors, beneficiaries, and their financial representatives. 
• Ensure marketing materials are delivered to vendors on time and in correct formats.
• Assign and oversee student intern projects with the assistance of the Associate Director. 
• Assist in the preparation of training workshops, Planned Giving events, and the upkeep of training manuals.  
• Complete work with a high level of accuracy, prioritizing attention to detail and ensuring all deadlines are met.

The successful candidate will also be able to perform the following essential functions:

• Timely attendance
• Take and follow directions
• Work cooperatively with others
• Receive and respond appropriately to constructive criticism
• Display a positive attitude
• Balance multiple tasks and priorities
• Performs other essential duties and tasks specific to the position
• Comfortable operating independently and taking initiative

QUALIFICATION STANDARDS & SKILLS:

EDUCATION: High school diploma, GED or equivalent combination of education and experience is required. Bachelor’s degree is preferred. 

EXPERIENCE: Two to three years of increasing responsibility in administrative or related experience is required. Experience in planned giving or educational development is preferred. Must demonstrate the ability to professionally communicate through written and verbal means.

OTHER:

REQUIRED HOURS: The regular hours for this position are 8:00 a.m. to 5:00 p.m., Monday through Friday. Weekend and evening work may at times be expected. Regular hours may vary due to needs of the College or department. This is a 12-month position.

CLASSIFICATION AND STATUS: This is a non-exempt, full-time, benefits-eligible position.

IPEDS Category Job Code: 13-0000 - Business and Financials Operations Occupations

Physical Requirements: Sedentary (up to 10 lbs.)

REPORTS TO: Director of Planned Giving

SUPERVISORY RESPONSIBILITY: This position does not have any supervisory responsibilities. 

SALARY RANGE: $26.00 - $28.00 per hour

GROOMING AND APPEARANCE: The Claremont Colleges seek to maintain a neat and professional image at all times.

BACKGROUND CHECK: The successful candidate will be required to undergo a full consumer background check.   Employment is contingent on the satisfactory results of the aforementioned, in addition to compliance with requirements cited in this job description.

ADA/OSHA: This job description defines the essential or fundamental job duties of this position.  It is assumed that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others.  It may also include marginal functions, generally defined within Title 1 of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA). Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.  

DISCLAIMER: This job description has been designed to indicate the general nature and level of work performed by employees within this classification.  It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position.  When duties and responsibilities change and develop over time, accordingly the College reviews this job description on a periodic basis and make changes of business necessity.

AT-WILL EMPLOYMENT:  Employment with the College is “at-will” meaning that the terms of employment may be changed with or without notice, with or without cause, including, but not limited to termination, demotion, promotion, transfer, compensation, benefits, duties, and location of work.  There is no agreement express or implied between the College and you for continuing or long-term employment. While the College has every hope that employment relationships will be mutually beneficial and rewarding, employees and the College retain the right to terminate the employment relationship at will, at any time, with or without cause.  The President is the only person who can modify or alter the at-will employment relationship.
 

Claremont McKenna College hires and promotes individuals on the basis of their qualifications, consistent with applicable state and federal laws, without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, breastfeeding or related medical condition, national origin, ancestry, citizenship, age, marital status, physical disability, mental disability, medical condition, genetic characteristic or information, military and veteran status, or any other characteristic protected by state or federal law.  Inquiries may be directed to the Director for Human Resources, 528 N. Mills Avenue, Claremont, California 91711-4015, (909) 621-8490.  All applicants must complete and submit an online application to be considered for an open position.

Employment is contingent upon new employee providing documents verifying U.S. citizenship or, for aliens, documents verifying legal permission to work in the United States, applicant's acceptability for positions requiring use of a college vehicle is contingent upon a driving record acceptable to the College's automobile liability insurance. Promotion from within is encouraged whenever qualified employees of Claremont McKenna College are available. Interested employees of the College are urged to contact the Office of Human Resources if qualified for any open position. Please do not contact departments directly.

Disability Accommodations                                                                                    

In compliance with applicable laws ensuring equal opportunities to qualified individuals with a disability, CMC will make reasonable accommodations for the known physical or mental limitations of an otherwise qualified individual (applicant or employee) with a disability if the disability affects the performance of essential job functions, unless the accommodation results in an undue hardship for the College. Employment decisions are based on the merit and not an individual’s disability.               

An applicant or employee who requires an accommodation should contact the immediate supervisor and the Human Resources Office. If multiple accommodations are identified that do not pose an undue hardship for the College, the selection of an accommodation will be at CMC’s discretion. To request disability accommodation for any part of the application or hiring process, please contact Human Resources at (909) 621-8490 or hr@cmc.edu for assistance.

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