Assistant Director of Gift Planning

Website Haverford College

Haverford College seeks to hire a full time, exempt (37.5 hours), benefit eligible Assistant Director of Gift Planning (ADGP) within the Institutional Advancement Division.  Institutional Advancement is responsible for securing approximately $20-$25 million a year in philanthropic support and Gift Planning is a vital part of that success.

The ADGP reports to the Director of Gift Planning and is a valued partner in providing exceptional administrative assistance to the Director of Gift Planning and to donors in order to achieve financial and programmatic goals of the planned giving program.  These include meeting ambitious financial goals and growing the Jacob P. Jones Society (a legacy society for those who have named Haverford College in their estate plans). The ADGP is an active member of the Institutional Advancement team who works collaboratively with all staff members and the greater Haverford community.

The position requires  attentive oversight of the bequest and life-income gift programs, as the ADGP will help administer the successful closing and stewardship of life-income and other planned gifts. The ADGP ensures timely tracking and recording of all planned gifts including, but not limited to, bequests and charitable gift annuities and oversees the distribution of marketing materials and donor communications for Gift Planning.

The ideal candidate will be very detail oriented, comfortable using databases, spreadsheets and document merges, knows PGCalc, and is an expert in Microsoft Office software including Excel and Word.  We seek candidates with superior people skills, outstanding oral and written communication skills, who have experience working with high-net-worth individuals and older constituents.  Familiarity with Raiser’s Edge a plus.

Essential Functions and Primary Responsibilities:

Planned Gift-Related Information Management

  • Review gift documents submitted by planned gift donors
    • Ensure information is complete and in accordance with Haverford College gift acceptance policies.
    • Ensure that acknowledgment and document processing takes place in a timely manner.
    • Create and maintain hard-copy planned gift donor files.
  • Work with Gifts and Records team to input and ensure accuracy of  planned gifts in Raiser’s Edge database.
    • Enter relevant donor and prospect information.
    • Scan and attach relevant gift documentation.
    • Track progress toward area goals.
  • Maintain records of important constituency interactions via Actions in Raiser’s Edge.
  • Use PG Calc planned giving software to prepare planned gift illustrations for relationship managers.


  • Coordinate information among donors, attorneys, estate administrators, and others.
    • Provide regular updates on various planned gifts status to Director of Gift Planning.
    • Contact donors, banks, and estate representatives regarding gifts and life-income programs.
    • Serve as  liaison to State Street Bank & Global Advisors (agent).
      • Notify the agent regarding address changes and deaths of beneficiaries and donors.
      • Work closely with the agent in completing paperwork associated with the establishment of new life income gifts.
      • Make recommendations for improvements to ensure maximum communication and donor satisfaction.


  • Serve as liaison with Stelter on planned giving marketing.
    • Monitor web page activity
      • Note specific activity in constituent actions in RE
    • Facilitate updates to web page
      • Jacob Jones membership
      • Testimonials
  • Oversee production of Gift Planning office publications and target mailings (including Window to the Future, Insiders’ Chronicle and other pieces).
    • Coordinate copy and production with the vendor and mail house.
    • Work with students to address envelopes.
    • Track responses received from planned giving marketing initiatives, including the newsletter and the website.
  • Organize two events (a Social and a Reception) for legacy society (Jacob Jones Society)
    • Handle logistics including:
      • invitations
      • catering
      • program content
      • follow up

Regulations and Compliance

  • Complete paperwork associated with State filings for life income gifts program.
    • Ensure that all registrations are current working with State Street and The OS Group

Office Administration

  • Provide administrative support to Director as needed.
    • Submit and pay invoices through  WorkDay (finance) platform.
    • Supervise student worker projects as needed.


  • Must have ability to initiate projects and assignments with limited oversight
  • Strong focus on detail along with the ability to prioritize diverse tasks in a fast-paced environment. Facility with numbers.
  • Superior people skills, outstanding oral and written communication skills and the ability to interact well with high net-worth individuals and older constituents.
  • Able to work independently as well as on a team in a collaborative working style.
  • Strong computer literacy including expertise in Microsoft Office.
  • Working knowledge of PGCalc preferred.
  • Experience with Raiser’s Edge preferred.

Education, Training and Experience:

  • Bachelor’s degree required.
  • Preferred minimum of two to five years of administrative experience. Prior planned gift or legal administrative experience is highly desirable, but comparable legal, banking or trust/estate experience may also be acceptable.

Physical Demands and Environmental Conditions Required of this Position:

  • Lifting (to exert strength to move objects from one place to another):
    • Sedentary Lifting: (0-10 pounds) Up to three hours
    • Light Lifting (10-20 pounds): Up to three hours
    • Moderate Lifting (20-50 pounds): Never
    • Heavy Lifting (50 to 100 pounds): Never
    • Pulling (to exert force upon an object to move or change its direction: Up to three hours
    • Pushing (to draw an object toward oneself to move or change its direction): Up to three hours
    • Carrying (to hold objects while moving entire body): Up to three hours
  • Reaching or working above shoulder (to extend arms upward or outward away from body): Never
  • Walking (to move entire body in erect position): Up to three hours
  • Standing (to maintain body in erect posture in stationary position): Up to three hours
  • Sitting (to rest weight on buttocks and back of thighs with legs bent at knees): Up to three hours
  • Crouching/Stooping (to bend upper body forward while fully flexing knees): Up to three hours
  • Kneeling (to maintain upper body in erect position while resting knees on ground): Up to three hours
  • Climbing (to ascend or descent heights using ladders, scaffolding, stairs, poles, inclined surfaces): Up to three hours
  • Twisting (to rotate upper body while feet remain stationary): Up to three hours
  • Driving (operating a motor vehicle, crane, tractor, forklift, etc.): Never
  • Exposure Limitation (i.e., cold water, dust, gas, fumes, extreme temperatures): Never


To Apply: Interested applicants should visit to apply. Please provide a cover letter, resume, and the names and contact information of three references. The Application deadline is January 18, 2019. Failure to provide the required documents may result in lack of consideration.


Haverford College has a longstanding commitment to diversity rooted in values of inclusion and social justice, a commitment reflected in the academic program, lived experience, and composition of the College community. Haverford welcomes applications from candidates who share these values and who will contribute to the College’s educational mission.

Haverford College is an Affirmative Action and Equal Opportunity Employer.

To apply for this job please visit


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