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Gift Planning Coordinator

Position Summary

The Gift Planning Coordinator is an integral part of the Gift Planning team, responsible for day-to-day department operations. He/she provides proactive administrative support to the Gift Planning team ensuring travel plans, pre-travel reports, event planning support and other key tasks are covered to keep the department running smoothly. The Gift Planning Coordinator provides customer service to many external stake holders including alumni, donors, and volunteers as well as university administrators, deans, department heads, professional staff and faculty. This position is highly collaborative with other KSU Foundation coordinators and cross functional colleagues, and works closely with University and Foundation leadership.

The Gift Planning Coordinator is also responsible for the execution of other fund-raising administrative functions, including calendar management, written correspondence with donors, and general participation in the implementation of a comprehensive development program for Kansas State University. 

Core Responsibilities include but are not limited to:

  1. Assist with developing, implementing and measuring progress towards annual and long-range goals, objectives and strategies to maximize private support through various sources (individuals, corporations, foundations and planned giving vehicles) for the unit.
  2. Provide administrative support to the unit by tracking and measuring prospect identification, cultivation, solicitation and stewardship for prospective and present donors to the unit and Kansas State University.
  3. Assist with review and preparation of correspondence, estate files, proposals, deferred gift documents, and other documents for the assigned team.
  4. Update and record information for deferred gifts, assist with preparation of deferred gift calculations and related documents. Track outstanding proposals for reporting purposes.
  5. Update information for new gift planning donors having life insurance policies, facilitate life insurance audit, track policies, and research and communicate findings to staff as necessary.
  6. Complete necessary documents for establishing new life insurance gifts or existing life insurance gifts with special request such as loan provisions, partial or full surrenders and dividend options.
  7. Assist the gift planning department in planning, developing and organizing special activities and events for the unit.
  8. Provide unit continuity by attending staff meetings, planning agendas and coordinating schedules, prioritizing workload within assigned unit and serve as a liaison between university staff and development team.
  9. Maintain donor and fund database, pull development reports and manage data related projects as directed. Serve as a liaison with other foundation departments to ensure accuracy in gift amount and designation.
  10. Coordinate travel plans including air, lodging and car reservations and organize travel itinerary for assigned unit. Reconcile expense reports monthly.


  • 2-3 years’ professional experience in a professional office with focus on providing excellent customer service.
  • Proven ability to communicate effectively and persuasively with a diverse donor base, university partners, foundation colleagues and peers through verbal and written means.
  • Customer centric approach with the ability to listen and translate the needs of the donor into action for the unit.
  • Proficient use of programs in the Microsoft Office suite
  • A valid motor vehicle operator’s license with an acceptable driving record required.


  • No travel required.

Physical Demands:               

  • Work is primarily sedentary. Must be able to sit for long periods of time. May require occasional physical exertion such as long periods of sitting or standing; recurring bending, crouching, stooping, stretching, reaching, or similar activities.

Desired Skills & Experience:                                   

  • Bachelor’s degree preferred, or equivalent experience.
  • Background in one of the following areas is preferred: insurance, financial planning, estate planning, legal/paralegal, trust administration or other legal contract work.
  • Knowledge of gift planning practices preferred.
  • Ability to prioritize and organize projects and plans to deliver results.
  • Ability to meet deadlines and follow through on projects.
  • Experience with non-profits, ideally in higher education.
  • Passion and enthusiasm for the university and the mission of the foundation.
  • Driven and hard working.
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