Administrative Assistant for Gift & Estate Planning Office - Hillsdale College

Works extensively with the Gift and Estate Planning Office to provide administrative support for the department as a whole (including, but not limited to, Planned Giving Officers, Planned Giving Associate, and Planned Giving Aides). Assists donors and other departments with requests related to planned gifts and other charitable gifting solutions. Primary duties include taking phone calls, handling and preparing correspondence, managing files, and operation of basic office machines.

1. Provide administrative support for two Planned Giving Officers/Consultants.
2. Discuss charitable giving strategies with officers, consultants, and donors and prepare illustrations, correspondence and supporting documentation for distribution.
3. Coordinate with the Trust & Investments Office to prepare gift sheets and history of completed gifts.
4. Answer Gift and Estate Planning Office’s general phone line in a pleasant and professional manner, distribute phone calls to proper department or individual, properly record donor conversation in Raiser’s Edge and Image Now, and follow up on any tasks related to the call.
5. Review incoming inquiries, prepare adequate responses and/or distribute inquiry to proper department or individual, while properly recording inquiry in Raiser’s Edge and Image Now.
6. Review, prepare, and submit requisitions and expenses to the business office.
7. Records correspondence, call reports, and documents to CRM and electronic file storage system.
8. Attends and assists with evening and weekend events, as appropriate.

Education & Experience

This position requires a high school diploma. College experience desirable, or an equivalent combination of education and experience sufficient to demonstrate the ability to perform the job.

Other Skills

1. Knowledge of office practices and procedures.
2. Knowledge of Windows and Microsoft Office, Excel, Outlook
3. Possess good organizational skills, attention to detail, and sound judgment.
4. Desire to improve systems and process with new strategies and proven methods.
5. Ability to work in a fast-paced environment with deadline pressures while maintaining high accuracy and efficiency.
6. Possess good interpersonal skills in dealing with College staff and with donors over the phone and in person.
7. Ability to keep calm and maintain a calm, personable, and cheerful demeanor while handling multiple tasks on a deadline.
8. Knowledge of legal and/or tax concepts.

Personal Characteristics

The Gift and Estate Planning Office interacts with College faculty, staff, students, parents, subscribers, donors, and speakers. A clean and neat appearance and a pleasant relationship that is supportive of the College mission is essential. This relationship needs to be pleasant, supportive, and professional, while maintaining confidentiality at all times.

Code of Commitment

Be a good representative of Hillsdale College to promote the liberal arts, the College’s original Articles of Association, and operating principles stated in the Staff Code of Commitment. The Mission Statement should be considered in all aspects of the position. The teaching of the Christian faith shall remain a conspicuous aim of the College.