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Position Information

Title: Development Coordinator - Estate and Gift Planning

Department: Development

Status: Full-Time, Exempt

Reports To: Senior Executive Director, Estate and Gift Planning

Position Summary

The Development Coordinator - Estate and Gift Planning (“Coordinator”) is responsible for managing donor administrative systems, records and communications to facilitate the fundraising and development efforts of the Office of the Estate and Gift Planning (OEGP). Key responsibilities include providing development and administrative support and independently providing oversight in the monitoring and implementation of the office’s overall business plan.  Liaise and collaborate with all UH Foundation (UHF) divisional teams and University of Hawaii (UH) partners.

Essential Functions

Specific responsibilities and performance expectations include:

Development Support

  • Coordinate and support the Office of Estate and Gift Planning donor, unit, and professional advisor events in partnership with the fundraising professionals and UHF Special Events Team.
  • Coordinate OEGP professionals’ speaking opportunities outside the UH community that cultivate and engage new donor prospects in UHF’s work.
  • Coordinate the implementation of OEGP marketing and communications plan by partnering with the UHF Marketing and Communications Team and OEGP fundraising professional responsible for designing the OEGP marketing plan. 
  • Research and attend webinars with planned giving marketing partners (i.e. Crescendo, Stelter and others) and in conjunction with the UHF’s Marketing team, make recommendations to OEGP professionals which tools to use to market the office’s services.
  • Manage the direct communication between OEGP professionals and the UHF Fiscal Team staff responsible for managing the Real Estate Committee and related gift and trust/trustee acceptance processes for split-interest gifts and outright gifts of real estate and other gifts of property without established market value.
  • Manage and maintain donor files and other development office files to include a log of inquiries, cold calls, marketing responses, and estate assignments.
  • Manage the entering, maintaining, and retrieving of information from the development database and OEGP records.
  • Prepare development correspondence, acknowledgments, proposals and other written materials.
  • Liaise and collaborate with all UHF Development Teams regarding development efforts.

Estate and Gift Planning Team Support and Leadership

  • Responsible for the smooth functioning of OEGP to include serving as a welcoming first point of contact with OEGP for all who call or visit, including donors, UH constituents and UHF colleagues.
  • Organize and facilitate meetings to include scheduling and coordinating dates and times, venues, attendance, agenda, supporting documents and facilities; taking detailed and accurate minutes; and providing administrative support and follow-up on matters arising from the meetings. Oversee fiscal matters to include gift processing, preparation of fundraising projections and reports, expense reimbursement requests, requisitions and purchase orders in partnership with the UHF Fiscal and Gift and Data Processing Teams.
  • In coordination with the Senior Executive Director, track and oversee matured but yet to be realized decedent’s estates, maintaining a record and diary of receipt of notice, contact points, estimated realization amount and timetable, and needed next steps.
  • Coordinate travel schedules, make travel arrangements, and prepare travel briefings.
  • Partner with the UHF Data and Technology Services Team on the creation and evolution of planned giving reports.
  • Periodically reconcile Estate and Gift Planning gifts with the UHF fiscal system.
  • Regularly deal with diverse matters requiring a broad knowledge of the UHF’s organizational operations and policies necessary to ensure appropriate decision making protocols are followed.
  • Assist the Senior Executive Director prepare, manage and analyze the office’s annual budget.
  • Perform other development and administrative functions as needed.

Evaluation

The Development Coordinator - Estate and Gift Planning will meet annually with his/her supervisor to put in place a plan for the year.  At the end of each year, the Coordinator and his/her supervisor will review progress toward the annual goals.

Required Knowledge, Skills and Abilities

Minimum of 3 years of progressively responsible experience in an administrative capacity in a corporate, educational or non-profit organization, with proven success in the following:

  • Bachelor’s degree required; 
  • Exemplify and live the values of the UHF(accountability, excellence, integrity, service, teamwork and trust); 
  • Professional, self-starter and team player;
  • Highly organized, able to multi-task and work independently without need for day to day supervision of the responsibilities of the position;
  • Ability to respond to high pressure situations;
  • Proficient in Microsoft Word, Excel, Outlook, PowerPoint, mail merge functions, and database and records management;
  • Strong written and verbal communications skills;
  • Sensitivity to confidential information;
  • Para-professional skills in accounting, real estate, and/or probate and estate planning and estate and trust administration and settlement, a plus; and
  • Broad-based knowledge and skills related to advancement and fundraising in higher education, a plus.

Working Conditions

Based at the First Interstate Building at 1314 S. King Street, Suite B, Honolulu, HI  96814, the Development Coordinator for Estate and Gift Planning will work primarily in an office environment and will need to sit or stand for extended periods while either working at a computer, attending a meeting, or performing desk work.  Employee must have a valid driver’s license and acceptable driving record or have an acceptable mode of transportation.  The employee will need to work some weekends and evenings and able to work to the demands of the position, which may exceed a 40 hour work week.

To Apply

Applicants should submit a letter of interest that provides evidence of the qualifications, a resume, and the names, addresses and telephone numbers of at least three professional references to: humanresources@uhfoundation.org

Mailing Address

University of Hawai‘i Foundation, Human Resources Department
P.O. Box 11270
Honolulu, HI  96828-0270

f: (808) 748-0727

Our application form is a fillable pdf, please download and save the application to your computer before filling it out.

Application Form
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