Donor Services & Estates Officer

Donor Services & Estates Officer

• Employment Type: Full Time (35 hours per week)
• Duration: Continuing
• Remuneration: Level 7 $113,926 - $123,302 (depending on experience) + 17% super + leave loading
• Location: UNSW Kensington Campus, NSW (hybrid)

About UNSW:

UNSW isn’t like other places you’ve worked. Yes, we’re a large organisation with a diverse and talented community; a community doing extraordinary things. Together, we are driven to be thoughtful, practical, and purposeful in all we do. Taking this combined approach is what makes our work matter. It’s the reason we’re one of the top 20 universities in the world and a member of Australia’s prestigious Group of Eight. If you want a career where you can thrive, be challenged and do meaningful work, you’re in the right place.

Why Your Role Matters:

Working within the Advancement Services team, the Donor Services & Estates Officer plays a pivotal role in leading the University’s processing of philanthropic funding, and the administration of estates. The role oversees the team responsible for the accurate and timely processing of inbound philanthropic income including receipting, reporting and reconciliation, and pledge and invoice administration.

The position applies specialist expertise in philanthropic financial operations, estate administration and compliance to ensure the integrity of philanthropic income.

The role acts as the University’s recognised subject matter expert for complex gift processing, estate administration and trust distributions, providing advice to Advancement, Finance, Legal, Governance and business units. The role contributes to the development and continuous improvement of University-wide frameworks, systems and procedures governing philanthropic income management and estate administration and supports consistent institutional decision-making regarding philanthropic income management and estate administration.

The role reports to the Donor Services and Compliance Manager and has three direct reports.

Key Responsibilities:

• Serve as the University’s recognised subject matter expert for gift processing and estate administration, applying specialised professional expertise to provide authoritative advice across Advancement, Finance, Legal, Governance and business units on complex philanthropic transactions and policy interpretation.
• Represent the University externally in estate administration, negotiating with executors, solicitors and trustees and coordinating institutional responses to complex estate matters.
• Lead the gift processing team to ensure accurate and timely processing, receipting and reconciliation of philanthropic income.
• Lead the design and implementation of University-wide frameworks, methodologies and system improvements supporting the effective processing and governance of philanthropic income.
• Coordinate complex stakeholder interests across Advancement, Finance, Legal and recipient business units to resolve issues relating to philanthropic income and estates.
• Provide resolution and escalation management for complex or high-risk philanthropic transactions.
• Lead the end-to-end governance and administration of philanthropic estates and trusts, ensuring compliance with legal obligations, donor intent and University financial governance frameworks.
• Ensure the integrity and compliance of philanthropic income processing and estate administration through the application of financial governance controls, risk management practices and adherence to University policy and regulatory obligations.
• Develop, review and adapt operational procedures and governance controls relating to gift processing and estate management to ensure alignment with University policy frameworks, regulatory obligations and emerging operational requirements.
• Provide strategic advice to the Donor Services and Compliance Manager and contribute to institutional decision-making regarding complex philanthropic transactions, estate administration and governance matters.
• Influence and shape institutional practice in philanthropic income processing by contributing to cross-University initiatives, systems improvements and governance frameworks.

Skills and Experience:

• Diploma or equivalent combination of qualifications or work experience.
• Demonstrated experience in high-volume, complex data administration, maintaining accurate records, process mapping and procedure development.
• Demonstrated well-developed administrative, problem-solving and information management skills.
• Well-developed time management and organisational skills, with the ability to work well under pressure and manage multiple tasks with competing deadlines.
• Strong communication skills with an ability to tailor professional communications to a broad range of internal and external audiences.
• Demonstrated IT literacy with experience in Microsoft Excel and knowledge of relevant reporting, database and accounting systems, ideally philanthropic CRMs.
• An understanding of and commitment to UNSW’s aims, objectives and values in action, together with relevant policies and guidelines.
• Strong stakeholder management skills.
• Working knowledge of Trusts and Bequest administration desirable.

Benefits and Culture:

People are at the core of everything we do. We recognise it is the contributions of our staff who make UNSW one of the best universities in Australia and the world.

Our benefits include:

• Flexible working options.
• Career development opportunities.
• 17% Superannuation contributions and additional leave loading payments.
• Additional 3 days of leave over Christmas period.
• Discounts and entitlements (retail, education, fitness).

For further details on the benefits, please visit https://www.jobs.unsw.edu.au/lifestyle-benefits

How to Apply:

Submit your CV & a succinct 1-2 page cover letter detailing your interest and suitability for the job (as per the skills & experience bullet points in the job description) by 11:55pm, 6th May 2026
*Please note: Sponsorship is not available for this role, valid Australian working rights are required on application.*