Office Coordinator-Gift Planning Services - Wheaton College : Job Details

Job DescriptionGift Planning Services - Office CoordinatorJob OverviewThis position is responsible for assisting in the general area of office administration and supporting the planned gift fundraising and legal support activities of the Director and the Associate Director of Gift Planning Services. The Gift Planning Services Office Coordinator reports to the Director of Gift Planning Services. This position pays $22-24/hour. Duties and Responsibilities

• Support the work of the Gift Planning Services department including managing incoming and outgoing documents for various gift planning tools. Draft, edit and manage documents to support deferred gift tax calculations and donor illustrations (using computer software, training provided).
• Maintain planned giving commitment (planned bequests) lists including campaign and master lists.
• Collaborate with senior College leadership, fundraising staff, Wheaton College Trust Company staff and donors regarding inquiries related to planned gifts, providing insight and information.
• Oversee the system for organizing and maintaining all correspondence related to Gift Planning Services including trust agreements, deferred giving instruments, donor estate reviews (including spreadsheets), legal and other documents. Maintain departmental files in hard copy and in OnBase or other database virtual filing system.
• Assist in the administration of the Blanchard Society (BLS) including the typing and coordinating of letters and materials to members; maintaining BLS membership list; and coordinating the processing of membership requests, the annual BLS membership mailing, various annual BLS mailings, and the annual Blanchard Society Luncheon and send monthly birthday cards.
• Prepare advanced PowerPoint slides for flowcharts and presentations for gift and estate planning seminars and presentations by Director/Associate Director.
• Create and maintain tracking system for planned gifts; enter data into CRM as needed.
• Manage and track departmental budget. Work with GPS team to reconcile receipts and credit cards. Manage and coordinate purchase orders for department and maintain proficiency in Oracle system.
• Provide administrative assistance to the Director and Associate Directors including scheduling, arranging travel as needed, coordinating meetings and agendas, preparing Board reports, etc.) as needed.
• Oversee technology needs and partner with Advancement staff to troubleshoot challenges with the CRM.

This job description is intended to represent key areas of responsibilities; specific assignments may vary from time to time, and other duties may be assigned. Qualifications

• Bachelor's degree required
• 3-5 years of senior office administration or paralegal work preferred
• Experience with Microsoft Office Suite; able to learn new technologies
• Superior oral and written communication skills
• High attention to detail
• Valid driver's license

Physical Requirements The employee is regularly required to sit, talk, and hear; frequently required to use repetitive hand motion, handle or feel, and to stand, walk, reach, bend or lift up to 10 pounds.FLSA Status - Non-ExemptAs a Christ-centered community, Wheaton College faculty and staff must affirm the College's Statement of Faith as expressing their own theological convictions and agree to live by the moral standards in Wheaton's Community Covenant, modeling these commitments for the Christian formation of our students. Wheaton College faculty and staff also support the Christ-Centered Diversity Commitment which highlights our desire to treat all individuals as equal image-bearers of Jesus Christ through diversity, inclusion, justice, and unity.Updated (January 2025)