Trust Administrator and Development Specialist

Posting Number: R0006536
Location: Salem Campus

ABOUT WILLAMETTE UNIVERSITY:

Willamette University, founded in 1842, is a nationally-renowned private university enrolling 2800 students across five colleges. Our historic campus, adjacent to the Oregon State Capitol, hosts a distinguished undergraduate liberal arts college in Salem, Oregon. Our downtown Portland campus is home to the Pacific Northwest College of Art (PNCA). We offer a wide range of professional graduate programs, including Oregon's top-ranked MBA program, the Northwest's oldest law school, as well as MA/MFA programs at PNCA and master's degrees in data science and computer science.

Willamette University provides a high-value and comprehensive benefits package to eligible employees. Our Benefits Summary includes options for health, dental, life insurance, retirement, substantial paid time off, tuition and more. If you need assistance applying for a job or have any questions on recruitment at Willamette, please contact our HR Department, [email protected] or call us at 503-370-6210.

Position Summary

Join the team that ties the past to the present at Willamette University. The Advancement Team helps build a bridge between alumni and students, providing mentorship, philanthropy, and experiential education opportunities.

The Trust Administrator and Development Specialist is a key member of the advancement team responsible for managing trust and estate gifts, ensuring compliance with fiduciary obligations, and supporting donor stewardship and development activities. This role serves as a liaison between the university, donors, legal representatives, and financial institutions to ensure the proper administration of charitable trusts, bequests, and other planned gifts. In addition, this individual provides high-level administrative support for the development team, including event planning, correspondence, data entry, event support, p-card and invoice completion, and other administrative duties. The trust administrator and development specialist must be highly collaborative, detail-oriented, organized, and able to manage projects to completion and under tight deadlines. They should have strong interpersonal skills for work with a variety of individuals, both within and outside of the University.

ESSENTIAL DUTIES

Trust and Estate Administration (80%)

• Manage and monitor a portfolio of charitable trusts, bequests, and other planned giving vehicles (e.g., CRUTs, CRATs, CGAs).
  
• Serve as the primary contact for trustees, attorneys, executors, and financial advisors involved in estate administration.
  
• Oversee receipt and distribution of estate and trust gifts in accordance with donor intent and legal requirements.
  
• Maintain detailed and accurate records of estate gifts and trust instruments.
  
• Ensure university compliance with IRS, UPMIFA, and applicable state laws regarding fiduciary responsibility and charitable gift administration.
  

• Collaborate with planned giving and major gifts officers to identify and cultivate prospective planned giving donors.
  
  • Monitors marketing responses and oversees the conversion of responses to warm leads for gift officers.
    
  • Analyzes and interprets marketing data and results to measure ROI.
    
• Support donor stewardship strategies, including acknowledgment, reporting, and recognition of planned gifts.
  
• Assist in the creation and implementation of marketing strategies to promote planned giving opportunities.
  
Prepare reports and documentation for internal and external stakeholders regarding gift status and impact.

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Administrative and Strategic Support (20%)

• Work with Advancement Strategies and Operations to maintain up-to-date donor and gift records in the Advancement database (e.g., Raiser's Edge).
  
• Assist in the preparation of financial reports, gift agreements, and other donor-related documentation.
  
• Participate in training, professional development, and advancement events as needed.
  
• Provide administrative support for the EDOD and the Development team, including but not limited to managing purchasing card reporting, coordinating team meetings, writing and editing correspondence, planning team travel, staffing donor campus visits, booking and confirming donor visits, and managing major gift events.
  
• Serve as a division leader and trainer in the use of the database and reporting tools for development activities like trip planning, prospect management, and contact/action activity.
  
• Provides back-up and support to other members of the administrative support team within Advancement, including cross-training with other support staff in Advancement as appropriate.
  
Active participant in Advancement and University events/activities, including but not limited to, Alumni Reunion Weekend, Move-In Days, Commencement, and alumni/donor activities and events, which requires some night and weekend work.

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MINIMUM QUALIFICATIONS

• Minimum of one year experience in fundraising, estate planning, trust and estate management, law, or office management, with preference to candidates with experience in a college or university or any combination of education, experience, and skills needed to meet the core requirements of the position
  
• Proficient with Google Office, SmartSheet, Excel, and basic office/word processing programs
  
• Experience in, and/or interest in growing specific skills in planned giving.
  
• Notary Public or willingness to become a Notary Public
  
• Ability to work occasional evenings and weekends for signature events and activities, including Alumni Reunion Weekend

Preferred Qualifications

• Bachelor's degree
  
• Experience with Raiser's Edge or other donor management systems
  
• Excellent interpersonal and communication skills and ability to analyze data
  
• Strong initiative, creativity, high energy level, and demonstrated ability to lead and motivate people
  
• Thorough knowledge of general office practices and procedures
  
• Ability to form productive working relationships with colleagues at all levels of the organization, including external constituents
  
• Strong writing and editing skills, including a commitment to accuracy
  
• The ability to manage multiple tasks or projects simultaneously, prioritizing work based on organizational goals
  
• An outstanding customer service demeanor which includes comfort communication and working with the public, excellent organizational skills, and ability to clearly and professionally communicate with all members of the Willamette community
  
• Proven ability to work autonomously
  
• Demonstrated collegial and collaborative approach to working in a team environment
  
• Ability to maintain confidential information, navigate relationships with finesse, and work to the highest ethical standards as outlined by the Council for Advancement and Support of Education (CASE)
  
• Attendance and punctuality
  
• A sense of humor, and a positive team-oriented attitude are highly valued.

Typical Work Schedule

The typical work schedule is Monday-Friday 8am to 5pm with a willingness to work occasional evenings and weekends as event schedules require.

Physical Demands and Working Conditions

Work is performed in a typical office environment.

Salary: $50,000

You will need to upload the following documents as part of your application materials in the "My Experience" section labeled Resume:

• Cover letter addressing the required/desired qualifications and presenting any other applicant characteristics which deserve emphasis (optional based on department/ position)
  
• Current Resume

Applications will be reviewed on a rolling basis as received until the position is filled.

Incomplete applications will not be considered.

Typical work schedule

BACKGROUND CHECK REQUIREMENT:
All University positions require that candidates submit to a criminal conviction record check prior to hire. Conviction does not automatically preclude candidates from being hired. Nature of conviction will be considered relative to the duties of the position.

REASONABLE ACCOMMODATIONS STATEMENT:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

INSTRUCTIONS FOR APPLICANTS:

Please read the following carefully before beginning the online application process. To be considered for employment at Willamette University, please complete our online employment application. Your application and all required attachments - listed at the bottom of the page - must be submitted for each individual job post that you are interested in applying. Once you submit your application you will not be able to edit your application.

Believing that diversity contributes to academic excellence and to rich and rewarding communities, WU is committed to recruiting and retaining a diverse faculty, staff and student body. We seek candidates, particularly those from historically under-represented groups, whose work furthers diversity and who bring to campus varied experiences, perspectives and backgrounds.

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