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Title: Gift Planning Specialist

Division: Estate and Gift Planning 

GENERAL DESCRIPTION

The Gift Planning Specialist is responsible for ensuring smooth day-to-day operations of the Office of Estate and Gift Planning (“OEGP”) and for supporting the full lifecycle of planned gift commitments and related processes. 

REPORTS TO

Associate Vice President, Gift Planning and Donor Development (“AVP”)

DUTIES AND RESPONSIBILITIES

Estate and Gift Planning Management

• Manage gift lifecycle, from proposal creation and submission to allocation and reconciliation with Makana, FPM, and the Monday board, to closure and stewardship.
• Assist the AVP in managing real property gifts in compliance with IRS, UHF, and legal requirements, including due diligence, Committee acceptance, documentation, and recordkeeping.
• Ensure up-to-date management of OEGP files, data entry in donor database, entering and coordinating task reminders, and maintaining and updating account administrators and support staff. 
• Oversee the smooth functioning of OEGP to include serving as a welcoming first point of contact with OEGP for all who call or visit, including donors, UH constituents and UHF colleagues.

Prospects and Donors

• Maintain an effective prospect management system for the OEGP team, including database updates, proposals, files, and reporting.
• Conduct proactive and responsive prospect research with Development and Research colleagues, analyzing background, affinity markers, capacity, interests, and fundraising priorities.
• Create and manage an annual stewardship plan for Heritage Society members, including events, personalized communications, recognition, and coordination with Development and Communications partners.
• Manage the collection and use of planned gift and donor impact stories for UHF publications and OEGP marketing.

Communications

• Establish and maintain effective working relationships with a broad constituency within UHF and UH System.
• Communicate in writing and/or verbally with high profile internal and external contingents, including UHF and the UH leadership, donors, and supporters.
• Relay and resolve routine telephone and email inquiries, establishing and maintaining records. 

Development and Administrative Support

• Coordinate and support meetings, handling scheduling, logistics, agendas, and follow-up.
• Coordinate travel schedules, make travel arrangements, and prepare travel briefings for OEGP Team. 

• Provide financial and administrative support, including forms preparation, expense and reimbursement processes, and assisting the AVP with budget preparation, management, and analysis.
   

Project Management and Other Duties

• Manage and complete special projects as requested, including research and preparation of communications, correspondence, reports and other materials as required.
• Perform additional duties and special projects assigned to support the overall success of OEGP and UHF

QUALIFICATIONS 

• Bachelor’s degree or equivalent years of progressively responsible experience in corporate, higher education, or non-profit organization

• Proficient in Microsoft Word, Excel, Outlook, PowerPoint, mail merge functions, and database and records management 
• Must be highly organized and detail-oriented
• Must be multi-task oriented and able to work under deadline pressures
• Ability to work effectively in a large, complex and dynamic organization balancing competing priorities
• Professional, self-starter, reliable and team player
• Sensitivity to confidential information

• Ability to communicate clearly and eloquently in written and spoken form
• Ability to work with a diverse community
• Ability to manage competing projects
• Ability to meet deadlines and maintain self-motivation
• Ability to manage and manipulate databases
• Must reflect and represent the Foundation’s values: Teamwork, Accountability, Service, Trust, Integrity and Excellence

WORKING CONDITIONS

Based at the Walter Dods, Jr. RISE Center at 1810 University Avenue, Suite 300, Honolulu, HI, 96822, the Gift Planning Specialist will work primarily in an office environment and will need to sit or stand for extended periods while either working at a computer, attending a meeting, or performing desk work. The Gift Planning Specialist must have a valid driver’s license and acceptable driving record or have an acceptable mode of transportation. The Gift Planning Specialist will need to work some weekends and evenings and be able to work to the demands of the position, which may exceed a 40-hour work week.