Coordinator, Estates and Special Gifts

About the role

Planned Parenthood is the nation’s leading provider and advocate of high-quality, affordable sexual and reproductive health care for all people, as well as the nation’s largest provider of sex education. Planned Parenthood organizations serve all people with care and compassion, with respect, and without judgment, striving to create equitable access to health care.

Through health centers, programs in schools and communities, and online resources, Planned Parenthood is a trusted source of reliable education and information that allows people to make informed health decisions. We do all this because we care passionately about helping people lead healthier lives.

Planned Parenthood Federation of America (PPFA) is a 501(c)(3) charitable organization that supports the independently incorporated Planned Parenthood affiliates, which operate non-profit health centers across the U.S. PPFA also works to educate the public on and advocate for issues of sexual and reproductive health.

Formed as the advocacy arm of Planned Parenthood Federation of America, Planned Parenthood Action Fund is a separate non-profit membership organization tax-exempt under section 501(c)(4). The Action Fund engages in educational, advocacy, and limited electoral activity, including grassroots organizing, legislative advocacy, and voter education in furtherance of the Planned Parenthood mission.

Planned Parenthood Federation of America (PPFA) and Planned Parenthood Action Fund (Action Fund) seek an organized and detail-oriented Coordinator. This job reports to the Sr. Director, Estates & Special Gifts on the Gift Planning team within the Individual Giving department. The Gift Planning program provides fundraising expertise and execution in the areas of realized bequests, trust and estate administration, life income gifts, and special gifts, resulting in $40 million in annual revenue, critical to achieving the organization’s mission through charitable support.

Purpose

The Coordinator, Estates & Special Gifts, assists the Estates & Special Gifts team with day-to-day work following established protocols for correspondence, scanning, maintaining the database, and electronic document storage.

Delivery

• Proofreads and prints thank-you letters, receipts, and envelopes on letterhead; uses an autopen machine; scans documents and saves them to appropriate electronic folders.
• Reviews incoming mail as assigned; creates electronic folders in the drive; moves documents to appropriate locations.
• Updates donor database and spreadsheets for activity and gift alignment.
• Takes letters and packages to the mail room, post office, and/or FedEx as needed each day.
• Assists with filing of retained documents.
• Assists with digitizing and scanning a variety of gift and estate documents.
• Researches names, addresses, and contact information for donors; finds obituaries for deceased individuals.
• Conducts monthly reconciliation of all Gift Planning revenue in partnership with the Sr. Director
• Performs other duties as assigned

Engagement

• Engage and advise team members to support them with operational matters and explain administrative aspects of supporting the team's work.
• Work side-by-side with estates officers who focus on special gifts from living donors and also gifts through trusts, estates, and inherited accounts.
• Coordinate with the mailroom on daily mail deliveries and scans related to estates and special gifts in play
• Exchange observations and ideas with team stakeholders about database functions and improvements related to estates and special gifts

Knowledge, Skills and Abilities (KSAs)

• Bachelor's degree or equivalent years of experience, with at least 1 year of professional work experience
• Work experience or internships in a development and/or legal setting is a plus.
• Flexibility in assisting different individuals with tasks changing day-to-day.
• Attention to detail in proofreading and assembling correspondence.
• Organized and data-oriented
• Experience with Google and Microsoft documents and spreadsheets.
• Experience with editing PDFs using Adobe products.
• Ability to use a variety of office machines (scanners, printers, Autopen).
• Some light lifting and carrying of small and medium-sized boxes.

Travel: 0-5%

The Planned Parenthood cultural ethos, "In This Together", reflects our commitment to building a workplace culture that fosters belonging, promotes learning throughout the employee lifecycle, and recognizes individual contributions to our mission.