"Advancement Administrative Specialist (Development & Gift Planning)"

Job Details

Advancement Administrative Specialist (Development & Gift Planning)

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, hr@willamette.edu or call us at 503-370-6210.

About Willamette University and the Advancement Team

Willamette University is Oregon's first university and a mission-driven community of learners and leaders. The Advancement Division builds meaningful relationships with alumni, families, and friends who support the University through philanthropy and engagement.

We are seeking a detail-oriented and service-minded professional to join our team as the Advancement Administrative Specialist (Development & Gift Planning).

This is not a frontline fundraising position, but it is an essential administrative and relationship-support role that keeps our development, gift planning, trust, and estate work running smoothly. The Specialist interacts regularly with donors, prospective donors, their attorneys, advisors, and family members, so strong customer service and professionalism are key to success.

You do not need prior development experience. We will provide full training in advancement processes and systems. What matters most is your accuracy, organization, discretion, and ability to communicate clearly and effectively.

Why Join Willamette Advancement

• Join a collaborative, mission-driven team that will train and support your professional growth.
• Gain hands-on experience in gift planning and advancement operations.
• Build a career in higher education, philanthropy, or nonprofit administration.
• Enjoy excellent benefits, hybrid work flexibility, and opportunities for advancement.

If you are an organized and detail-oriented professional who enjoys supporting meaningful work and interacting with a variety of people, we encourage you to apply.

You will receive the training and support needed to develop specialized skills in our work while helping advance Willamette University's mission.

POSITION SUMMARY

The Advancement Administrative Specialist (Development & Gift Planning) provides administrative and operational support for development, gift planning, trust, and estate administration, and for the daily work of the development team.

This position ensures that charitable gifts, trusts, and estate-related matters are processed accurately, documented thoroughly, and aligned with donor intent. The Specialist also helps coordinate prospect visits to campus and supports occasional small events that advance donor relationships. The position works closely, in partnership, with members of Advancement Strategy and Operations.

Additionally, the Specialist manages the Development and Gift Planning budgets, tracking activity and reporting monthly on progress and trends to the Associate Vice President for Advancement.

This position is ideal for a professional with strong administrative experience who values accuracy, teamwork, and meaningful work that supports Willamette's mission.

Key Responsibilities

Development Team Support

• Provide administrative and logistical support to members of the development team.
• Schedule and coordinate donor and prospect meetings, including campus visits, room reservations, itineraries, materials, and hospitality.
• Help organize and execute small events such as donor lunches, recognition gatherings, or visit programs.
• Maintain and update donor and prospect records in the Advancement database.
• Prepare reports, briefings, agendas, minutes, and follow-up communications that support development strategies.
• Other duties as assigned.

Trust and Estate Administration

• Support the administration of charitable trusts, bequests, and other gift planning instruments.
• Serve as a professional point of contact for executors, attorneys, trust officers, advisors, beneficiaries, donors, and prospects.
• Track and maintain accurate documentation for estate and trust matters from initial notification through completion.
• Review and summarize key documents such as wills, trust statements, and gift agreements under the guidance of Advancement leadership.
• Prepare reports, letters, and correspondence related to planned and estate gifts.
• Ensure alignment with University policies, donor intent, and applicable procedures in coordination with Finance, Legal, and Advancement partners.
• Other duties as assigned.

Budget and Operational Management

• Manage operating budgets for Development and Gift Planning, including invoice processing, expense tracking, and reconciliation in collaboration with Finance.
• Prepare and deliver clear monthly budget reports to the AVP that highlight status, trends, and variances, and recommend adjustments when needed.
• Ensure compliance with University fiscal policies and internal controls.
• Maintain organized electronic and paper files related to trusts, estates, and donor documentation.
• Coordinate communication among Advancement, Finance, and external stakeholders to ensure timely updates and responses.
• Contribute to improving administrative procedures, templates, and documentation workflows.
• Assist with the preparation of materials for internal reviews, audits, or compliance processes.
• Partners closely with Advancement Strategy and Operations to ensure accurate reporting, assists with data entry, attends strategy meetings as needed, and provides regular updates to stakeholders.
• Other duties as assigned.

Qualifications

Required

• High school diploma or equivalent. Associate's or bachelor's degree preferred.
• Three to five years of experience in an administrative, operations, bookkeeping, records management, or related role.
• Strong organizational skills and attention to detail with the ability to manage multiple priorities.
• Excellent written and verbal communication skills and a professional customer service orientation.
• Proficiency with Microsoft Office, especially Excel and Word, and Google Suite. Comfortable learning new systems and the regular use of technology in the workplace.
• Demonstrated ability to manage confidential information with discretion and sound judgment.
• Ability to work independently and collaboratively within a professional team environment.

Preferred

• Familiarity with basic concepts of estates, trusts, or charitable giving.
• Experience with CRMs or databases (training provided).

Attributes for Success

• You take pride in accuracy, documentation, and follow-through.
• You are comfortable working with detailed information and established processes.
• You communicate clearly and provide excellent service to donors, advisors, and colleagues.
• You are dependable, organized, curious, and eager to learn.
• You approach your work with professionalism and a solutions-oriented mindset.

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.

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.

Apply online at https://willamette.wd501.myworkdayjobs.com/en-US/willametteuniversityjobs/job/Salem-Campus/Trust-Administrator-and-Development-Specialist_R0006536

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.