Coordinator of Planned Giving
Case Western Reserve University - Cleveland, OH

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The coordinator for the office of planned giving’s principal objective is to provide high-level support to the office of planned giving. The coordinator will also assist development staff at all eight schools by serving as the point of contact for the planned giving office, conducting prospect research and preparing gift illustrations as needed. The coordinator will execute and complete the administration needed to establish all closed planned gifts.


1. Provide high-level administrative and secretarial support. Arrange trips for the planned giving staff including conducting prospect research, evaluating prospect/donor potential using existing systems, obtaining and scheduling appointments, arranging travel and other preparations as required.

2. Prepare planned giving illustrations and calculations for planned giving staff as well as development staff from all eight schools as requested. Assist with the preparation of proposals and gift agreements

3. Prepare donor gift packages including documents for (a) the Internal Revenue Service and (b) donors’ records. Compute planned gift payment rates and tax deductions to be used for illustrations to prospects. Complete all administrative aspects of gift packages, including working with development’s central services, legal, finance as well as financial institutions as needed.

4. Utilize Advance database for research, reporting and entering contact reports for all planned giving staff.

5. Respond to questions and requests for gift annuity illustrations from planned giving staff and development officers across the university, and more occasional requests directly from prior donors or prospects.

6. Work with the university’s bank to set up proper administration of new life income gifts. Monitor the bank’s administration of these gifts (including required tax reporting), their ultimate termination, and the allocation of funds pursuant to the terms of the gift agreement. Serve as a point of contact for donors and income beneficiaries, their attorneys, accountants and tax return preparers.

7. Run bi-weekly alumni “deceased report” to identify estates in which we expect to have an interest.

8. Review holding accounts in which estate and trust money has been deposited pending final allocations. Assist in reconciling for possible endowment or other purposes.

9. Manage the portfolio of university-owned life insurance policies. Responsibilities include: (a) Maintaining records of all such policies including policy numbers, death benefits, premiums, and premium payments. (b) Notifying donors at least 30 days before premiums are due; collecting premium payments from donors; paying the insurance companies; and confirming such payments to the donors. (c) Arranging periodic review of all policies to determine if it would be appropriate to replace them with new policies, to sell, etc…

10. Responsible for assisting with all facets of the estate planning advisory council (EPAC) and luminary society including maintaining mailing lists, sending communications and planning and organizing events.

11. Assist the planned giving staff in implementing marketing programs as directed. This may include generating reports and pulling lists from the database and proof-reading.

12. Prepare and initiate purchase requisitions, disbursement orders, work orders and travel expense reports. Administer departmental d-cards and p-cards.

13. Maintain an overall departmental inventory including but not limited to office supplies, telephones, computers, furniture, subscriptions, memberships, event supplies, gifts for donors, alumni, etc.

14. Provide “front line” solutions to computer, printer and other technology-based issues.


Perform other duties as assigned.


Department: Frequent contact with all levels of university relations and development staff as required to perform essential functions.

University: Frequent contact with the president’s office, vice presidents, deans, office of general counsel, office of the controller and office of the treasurer as required to perform essential functions.

External: Frequent contact with donors and alumni. Occasional contact with: trust officers, CPAs, estate attorneys, financial advisors and staff members of these professional offices as well as community organizers/advocates, corporate executives, federal, state and local government officials.

Students: Infrequent contact with undergraduate, graduate and professional students as required to perform essential functions.


No supervisory responsibility


Experience: 5 years professional experience required. Experience in planned giving and/or major gifts fundraising, law, financial services, trust or investments, or educational administration preferred.

Education/Licensing: High school diploma required. Bachelor’s degree preferred.


1. Proven ability to provide executive-level administrative and secretarial services.

2. Ability to discreetly handle confidential information is essential.

3. Knowledge of planned giving software.

4. Ability to prepare and understand complex gift agreements and calculate appropriate tax and gift schedules is essential.

5. Attention to quality and detail are essential.

6. Strong writing skills required.

7. Flexibility, tact, approachability and responsiveness are required.

8. Demonstrates excellent communication and interpersonal skills, as well as the ability to interact with diverse internal and external constituencies.

9. Ability to plan and manage challenging logistical situations.

10. Ability to identify problems and appropriate responses to planned giving issues.

11. High computer proficiency and the ability to learn new programs.


General office environment.

Diversity Statement

In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity. Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.

Reasonable Accommodations

Case Western Reserve University provides reasonable accommodations to applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Inclusion, Diversity and Equal Opportunity at 216-368-8877 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.

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