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Gift Planning Coordinator

College of the Holy Cross
Massachusetts, United States
Salary Not Specified
Date posted
Jan 22, 2024

Job Details


The College of the Holy Cross seeks a Gift Planning Coordinator who appreciates the important role of charitable gift planning, and who understands that every action we take can be an important stewardship move in this meaningful area. Gift Planning is the fundraising field dedicated to guiding donors to establish future gifts for the College from their estates. It also includes assisting donors in establishing gifts that pay them an income for life with the residuum benefiting the College. “Gifts-in-kind” such as the donation of art or books are also processed through our office, as are gifts of real estate. Each type of gift requires its own unique reporting within our gift reporting system, and provides differing tax benefits for the donor. As Holy Cross prepares to launch an ambitious, comprehensive campaign, the Gift Planning team will play an important role in meeting the College’s long-term objectives.

The Gift Planning Coordinator will support the Director and the Associate Director of Gift Planning in their efforts to raise and steward planned gifts from Holy Cross’s dedicated community of alumni and friends locally, regionally, and nationally. The responsibilities of the Coordinator include: program reporting and analysis, assisting with marketing activities, recording gift agreements, creating and maintaining an efficient filing system, working with the College's life­ income investment manager, and tracking open estates and assisting estate administrators. Once the Coordinator gains familiarity with the team’s operations, they will take primary responsibility for the Gift Planning telephone line and will be expected to respond to basic inquiries and refer more complex matters appropriately. Further responsibilities involve coordinating paperwork and event logistics, managing the office operations, and other office duties, as assigned.

  • Prepare reports as needed, such as prospect and donor reports; produce spreadsheets, graphs, and charts for planned giving reporting; and track all planned gifts by gift type using the department's database management software.
  • Generate mailing lists for assorted Gift Planning communications, including reunion newsletters, targeted marketing pieces, and 1843 Legacy Society event invitations.
  • Assist with marketing response activities by streamlining tracking processes for follow-up to inquiries in response to: newsletters, Holy Cross Gift Planning website, and alumni survey questionnaires, etc. Perform analysis of marketing responses/inquiries.
  • Database management for all life-income gift arrangements and bequest intentions. Serve as central point of contact for all documented planned gifts and bequest intentions and create proposals in customer relationship management (CRM) database to confirm and track these gifts and bequest·intentions.
  • Create and maintain efficient filing system for all new and existing 1843 Legacy Society members, ensuring that appropriate documentation has been collected such as the confirmed and documented bequest intention form and supporting documentation (e.g., copy of will or trust naming College of the Holy Cross; copy of beneficiary designation form, etc.). Prepare welcome letters for signature by the Director.
  • Working with State Street Global Advisors (the College's life-income investment manager) and Director of Gift Planning, to update reports. Maintain filing of all trust investment statements and related correspondence.
  • Working with the Associate Director of Gift Planning, maintain an up-to-date Pending Bequests (Estate Settlements) database. Create a file of each incoming bequest once notified by the executor/estate attorney. Send out appropriate correspondence requesting necessary documentation: copy of will/trust; estate inventory; and final accounting; monitor for appropriate follow up. After the Director/Associate Director of Gift Planning reviews paperwork, file documents in the donor's bequest file.
  • Assist the Director and Associate Director in trip preparation, execution, and follow-up. This may include: assistance with donor/prospect outreach, prospect-list creation, itinerary preparation, expense processing, and trip follow-up items.


Interest in Advancement and fundraising with a self-motivated desire to learn the areas related to Gift Planning and Estate Administration. Computer literacy and a high level proficiency in MS Office Suite including Google Docs/Sheets and ability to learn and utilize database management software required. Must be accurate, detail oriented, and interested in learning complex reporting rules for various types of planned gifts. 3-5 years prior experience in financial services, trust operations, or law offices preferred. Strong written and verbal skills and a pleasant and patient demeanor are necessary. Resourcefulness, multitasking, meeting deadlines, and working with a team are essential. Ability to assess issues and determine solutions, work with diverse internal constituents, and maintain discretion in handling highly confidential information required.

  • Collaboration: Exchanging information, ideas, and thoughts with others in a manner that is proactive and enhances partnerships
  • Inclusion: Actively engaging with the values of the College by promoting a work environment that embraces diversity and demonstrating respect for the opinions and beliefs of others
  • Innovation: Performing one’s job with creativity and proactivity, improving procedures and problem-solving
  • Mission/Service Orientation: Focusing on service to others and contributing to the College’s collective mission
  • Responsibility: Taking ownership of one’s actions and accountability for one’s tasks and duties

This is a full time, non-exempt level position. The College is committed to providing competitive market pay for its employees. The College also offers a competitive benefits package for full-time staff, including:
  • Tuition benefits
  • Wellness programs & ongoing Training and Development opportunities
  • Generous paid time off

The College is an Equal Employment Opportunity Employer and complies with all Federal and Massachusetts laws concerning Equal Opportunity and Affirmative Action in the workplace.
To review our Employee Benefit Options, please go to:

Please attach a cover letter addressing the position requirements along with your resume.
In your cover letter please address how your work might support the College's mission as a Jesuit, undergraduate liberal arts college (see ) and its core commitment to diversity and inclusion. Please provide examples of any past work that illuminate your commitments in these areas. For more information, please visit .
Review of applications will begin as received and continue until the position has been filled.


College of the Holy Cross

Founded in 1843 in Worcester, Massachusetts, the College of the Holy Cross is among the nation's leading liberal arts institutions. A highly selective, four-year, exclusively undergraduate college of 3,100 students, Holy Cross is renowned for offering a rigorous, personalized education in the Jesuit, Catholic tradition. Holy Cross highly values the unique skills, perspective, talents and passion that each employee contributes to its learning community. To work at The College is to accept an invitation to participate in the growth and development of all campus members, students, faculty and staff. The College's commitment to diversity is an important feature of the Holy Cross education. Informed by the presence of diverse interpretations of the human experience, Holy Cross is building a community marked by freedom, mutual respect, and civility. We seek others who support our values of diversity and inclusiveness. Job candidates of all diverse backgrounds who embrace the open and inclusive culture of Holy Cross are welcome and encouraged to apply.

Our home city of Worcester, Massachusetts offers cultural, professional and recreational opportunities for students of every interest — from the masterworks displayed in the Worcester Art Museum to the one-of-kind restaurants on Shrewsbury Street. And with the ski slopes of Vermont and New Hampshire, the stunning beaches of Rhode Island and Cape Cod, and the cities of Boston and Providence all within striking distance, there’s much to discover throughout this dynamic six-state region.

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