Planned Giving Bequest Administration Specialist

REQ 86881
Planned Giving Bequest Administration Specialist

Position Highlights:

The Planned Giving Bequest Administration Specialist plays a key role in ensuring that legacy gifts to the Moffitt Foundation are fulfilled accurately, efficiently, and in accordance with donor intent. Reporting to the Director of Planned Giving, this position manages the administration of bequests and trust distributions by working directly with estate executors, trustees, attorneys, accountants, financial advisors, and other third-party representatives. The Specialist is also responsible for overseeing the full administration of Moffitt’s Charitable Gift Annuity (CGA) program, including preparing CGA illustrations, coordinating with external vendors, ensuring timely payments, and overseeing proper closure and distribution of CGAs. In addition, this role ensures compliance with state registration requirements in coordination with the appropriate Insurance Commissioners. The Specialist supports the Planned Giving team with administrative tasks and donor communications, helping to uphold the highest standards of professionalism and donor stewardship

Select Responsibilities:

• Estate Administration: Serve as the Moffitt Foundation’s primary liaison to manage the bequest/estate administration process from first notification to receipt of final gifts. To include the Monitor, review, and process legal documentation, trust statements and related materials for bequest distribution requirements and restrictions. Communicate with executors and attorneys to make sure estates are proceeding in a timely manner. Function as point person for filing claims for inherited IRAs and other accounts, including regular follow up with institutions.
• Record Keeping & Reporting: Maintain and ensure data and donor information is accurate and up-to-date in both the electronic database and physical hard file, while ensuring compliance with organizational procedures and financial and legal requirements. Run monthly reports of bequest gifts received and reconcile with Gift Services and Analytics Unit.
• Compliance: Compliance Conducts estate accounting audits for compliance to legal documents and excessive charges and fees. Researches title and ownership of properties and compiles tax documents and other public records to surmise a valuation of property. Utilizes industry standard software (PG Calc) to calculate and manage tax deduction values, present values for complicated gift annuities and charitable trusts, and life expectancies. Advises Moffitt's general counsel and of estate and probate cases that are problematic and that may lead to formal litigation.
• Charitable Gift Annuity Administration: Maintains compliance with charitable gift annuity state registration through each state’s insurance rules and regulations for the issuance of gift annuities by reviewing legal standards, evaluating existing practices for compliance, and recommending changes to the departmental supervisor. Creates gift annuity contracts for development officers, calculates tax deductions/present value related to deferred gifts, and life expectancy calculations for tracking data points related to planned gifts.
• Planned Giving Administration: Assist with communicating with donors who respond to PG marketing campaigns and other requests for information, including assisting with initial phone and email inquiries and/or the coordination, implementation and follow-up for planned giving events. Contributes to department operations as needed to ensure efficiency (i.e. invoices, expense reports, Daily Gift Report).

Credentials and Qualifications:

• Bachelor’s Degree within Philanthropy, Business, Accounting, Finance, Law or another relevant field.
• Minimum of three (3) years of experience in planned giving, Development, Law, Accounting, or equivalent combination. Experience must include reviewing and processing legal documents and forms, particularly estate-related documents.
• In lieu of a bachelor’s degree, an Associate’s degree and two (2) additional years of experience as stated above will be considered.
• Excellent verbal, written, and interpersonal communication skills, with the ability to explain complex planned giving concepts clearly and compassionately to donors and their advisors.
• Demonstrated analytical and research skills, with a high level of accuracy and attention to detail.
• Proven ability to manage multiple tasks and deadlines in a fast-paced, results-driven environment.
• Proficient in Microsoft Office applications, including Word, Outlook, and Excel.
• Experience working with confidential or sensitive information and a high standard of professionalism and discretion.
• General knowledge of legal terminology and processes related to planned giving.
• Experience reviewing and processing legal documentation and communicating with legal professionals.

Preferred:

• 5-7 years related work experience in fundraising, planned giving or similar experience.
• specialized paralegal or legal assistant certification.
• knowledge of fundraising databases a plus.
• Demonstrated knowledge of planned giving vehicles and associated tax and estate planning issues.
• Paralegal Certification.
• Estate Administration.
• Notary Public Certification or willingness to obtain.