Gift Planning Administrator - Bates College in LEWISTON Maine

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Bates College

LEWISTON, Maine 04240

United States

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Detailed Job Description


Reporting to the Director and working in an action-oriented, entrepreneurial, results-driven environment, the Gift Planning Administrator will act as the primary coordinator in the administration and legal compliance of the college’s gift planning program with 200 life income gift participants and $30 million of assets under management.

Job Responsibilities

  1. Using gift planning software, performs actuarial calculations required by the college Finance and Gift Administration offices, prepares gift annuity contracts in compliance with state law and federal regulations.
  2. Serves as a primary liaison among donors, the college’s custodial bank (Kaspick) and the college Finance office to ensure prompt and accurate payments to donors participating in the life income gift program; primary contact with attorneys and executors where the college is the beneficiary of an estate or trust.

  3. Obtains and reviews estate documents to determine the College’s interest; reviews estate accountings, proactively monitors estate administration to ensure it is proceeding in a timely manner; performs data entry, data analysis, and preparation of reports as needed by the Director of Gift Planning.

  4. Coordinates print and web marketing production, distribution, and tracking; prepare and maintain data and mail list management for segmented and mass mailings, e-mailings and web-based marketing efforts.

  5. Coordinates all travel-related arrangements for Director and front-line staff, including pre-trip reports, transportation and lodging reservations, cash advances and expense-report reconciliations; assist with logistical arrangements for high-level cultivation and stewardship events both on and off-campus.

  6. Provide timely and professional responses to inquiries and requests from donors and family members, as well as all financial advisors, executors, attorneys, and bank trust officers; assist with gift processing and bequest settlement, as needed.

  7. Additional duties include preparation of routine correspondence for signature; generating welcome kits to new legacy society members; and providing additional administrative tasks as determined by the Director. Discretion and confidentiality is absolutely necessary.



Shared space in an open office.

Travel and overtime:

Some travel possible. Occasional evening and weekend work required.

Machines and equipment used:

Computer (Microsoft Office, Meeting Maker, Power Point, web browsers, Banner, Hyperion), photocopier, fax machine, printers, scanner, and telephones



BA degree required; paralegal certificate desirable;


  • Three to five years of legal and/or financial administration experience highly desirable (experience in a law office, trust department, private banking, fiduciary accounting, investment management);

  • Excellent written and oral communication skills; experience in working with high net-worth individuals and the elderly a plus;

  • Exceptional organizational skills, attention to detail, and ability to independently handle multiple and varied tasks, ability to follow detailed procedures that demand accuracy;

  • Demonstrated computer skills in the use of word processing, spreadsheets, and presentation and slide software (Microsoft Word, Excel, Power Point), database and electronic mail software, internet applications; familiarity with gift planning software (such as PG Calc) and fundraising databases (such as Banner) desirable.

Other Qualities:   

  • Adapts well to a highly motivated work environment which encompasses new work situations, different types of people and ideas, and rigor in established procedures;

  • Exhibits maturity, reliability, composure, and stability under pressure in order to handle on-the-job challenges;

  • Understands and abides by a high standard of professional ethics in order to ensure the integrity of the organization;

  • Self-motivated and able to work independently;

  • Exhibits a personal commitment to the college, its mission, culture, and values

  • Appreciates philanthropy and respects people of all backgrounds and circumstances.

Please submit a cover letter, resume and contact information for three professional references.  

This position requires successful completion of a pre-employment background screening.

Keyword Phrases

  • legal
  • paralegal
  • investment
  • annuity
  • gift
  • asset management
  • donors
  • trust
Employment Type:Administrative Staff
Degree Required: See Job Description
Experience: At least 5 years
Level of Job: Other
Salary: Competitive
Type of School:4 - Year / Masters Institution
Application Requirements: CV/Resume
Cover Letter