Planned Giving Coordinator - St Labre Indian Catholic School

St. Labre Indian School Educational Association

Pretty Eagle   St. Charles

Job Description

Job Title:     Planned Giving Coordinator

Department:     Development

Reports To:     Director of Planned Giving & Major Gifts

FLSA Status:     Non-Exempt - 12-month position

Salary Grade:     8B ($20.37-$23.95-$27.50)

Approved Date:  07/01/2022

SUMMARY 

Helps coordinate planned gifts for the department while maintaining confidential information regarding estates, trusts, wills, annuities, and contact information of benefactors of St. Labre Indian School by performing the following duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.  * Indicates the non-essential duties and responsibilities.  Nothing in this job description restricts St. Labre's right to assign or reassign duties and responsibilities to this job at any time.

1. Organizes and maintains file system containing sensitive information/documents and correspondence from estates, trusts, foundations, gift annuities and other records for retention.

2. Creates and mails correspondence letters to attorneys and other estate officials as directed.

3. Coordinates and arranges payments of estate gifts, stock transfers and other types of planned gifts.

4. Reviews and cross references files with wills and annuity files.

5. Posts and acknowledges major gifts, donations from foundations, stock transfers, annuities, in-kind donations of significance, corporations and estates.

6. Works closely with the finance office for proper accounting of designated or other specialized donations.

7. Obtains death certificates for annuity closures and various account proceeds where St. Labre is the designated beneficiary.

8. Calculates estate/trust estimates for accrual purposes, maintains tracking mechanisms for bequests and performs periodic file review for status and documentation completeness.

9. Utilizing the appropriate software, prepares annuity quotes, proposals and contracts for donors.

10. Prepares gift annuity reports for auditing review and state reporting requirements.

11. Processes annuity applications and create contracts, certificates, post to appropriate ledgers and software.

12. Answers questions from donors regarding planned gift vehicles offered by St. Labre.

13. Documents donor bequest intentions in donor database of record.

14. Enters costing information in database of record for quarterly newsletter and planned giving mailings.

15. Works with vendors to troubleshoot issues with departmental software.

16. Handles all orders, correspondence and engraving orders for the Memorial Plaza.

17. Assists donors who visit the school.

18. Participates in the planning of donor events and attends such events as needed.

19. Receives ongoing education regarding planned giving vehicles, taxation issues, in-kind donations, planned giving office best practices to continually improve knowledge and skills.

20. Creates and maintains standard operating procedure documentation/manual(s) for office processes and procedures.

21. Works closely and collaboratively with the department director, Administrative Assistant, Major Gift Officer(s), Chief Development Officer and Chief Financial Officer.

22. Represents St. Labre professionally and in a favorable manner.

23. Occasional travel to conferences for professional development and education as needed.

SUPERVISORY RESPONSIBILITIES 

This job has no supervisory responsibilities.

QUALIFICATIONS 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

College degree and two years related experience and/or training preferred; or equivalent combination of education and experience.

KNOWLEDGE, SKILLS AND ABILITIES

1. Ability to obtain a Planned Giving Associate Certification.

2. Ability to read and interpret legal documents.

3. Must have impeccable attention to detail and high quality of work standards.

4. Must have excellent written, oral and interpersonal communication skills.

5. Must be able to work independently using sound judgment to make decisions based on unique situations and can think on your feet.

6. Must work collaboratively with other departments, executive leadership, supervisors and other staff.

7. Ability to perform well under deadline constraints.

8. Must be able to maintain a high level of professionalism and confidentiality at all times.

9. Willingness to work overtime, if needed, holidays and weekends.

10. Ability to calculate figures and amounts. 

11. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

12. General working knowledge/experience with computers.

13. Respects the teachings of the gospel of Jesus Christ in private, personal and public life.

14. Commitment to the mission of the Roman Catholic Church in Native American education. 

15. Sensitivity to, appreciation of with Native American people and   their cultures.

16. Ability to serve as an appropriate role model for students.

CERTIFICATES, LICENSES, REGISTRATIONS 

Valid Montana driver's license.

PHYSICAL DEMANDS  

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel.  The employee frequently is required to talk or hear. The employee is required to stand and walk. The employee must occasionally lift and/or move up to 10 pounds.  Specific vision abilities required by this job include close vision, and ability to adjust focus.

WORK ENVIRONMENT  

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Some overnight travel may be required.

Position is located at the Ashland, Montana campus.