Associate Director of Gift Planning Operations
Job Type: Officer of Administration
Bargaining Unit:
Regular/Temporary: Regular
End Date if Temporary:
Hours Per Week: 35
Standard Work Schedule:
Building:
Salary Range: $75,000 - $83,000
The salary of the finalist selected for this role will be set based on a
variety of factors, including but not limited to departmental budgets,
qualifications, experience, education, licenses, specialty, and training. The
above hiring range represents the University's good faith and reasonable
estimate of the range of possible compensation at the time of posting.
Position Summary
The Office of Gift Planning partners with schools and units across Columbia to
identify planned gift options that align with donors' philanthropic
aspirations and schools and units' needs. Using our combined knowledge of
estate planning, tax law, philanthropic trends, and marketing insights, we
help alumni and friends maximize their assets while supporting the causes they
care most about at Columbia.
Reporting to the Deputy Director of Gift Planning Operations, the Associate
Director of Gift Planning Operations provides administrative and operational
support to the Gift Planning team by carrying out established gift and estate
administration processes and procedures in support of the teaching and
research mission of Columbia University.
Responsibilities
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.
Minimum Qualifications
Bachelor's degree and/or its equivalent required.
A minimum of 3-5 years' experience required, with demonstrated donor
relations or client services experience.
Excellent written and oral communication skills.
Must have sound judgment, discretion and attention to detail.
Ability to learn and apply established University procedures related to
life income gifts, bequests, trusts, estates, and inherited retirement
accounts, and to recognize when questions should be referred to senior
staff.
Preferred Qualifications
Experience with higher education, gift planning and fundraising preferred.
Familiarity with gift planning, probate, or trust administration processes
preferred.
Ability to work in a complex environment.
Knowledge of, or ability to learn, Word, Excel, and internal databases.
Other Requirements
Subject to business needs, the Office of Alumni and Development supports a
hybrid work arrangement for this position. Options will be discussed during
the interview process.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
