Director Gift Planning Administration

Job Requisition

JR101861 Director Gift Planning Administration (Open)

Job Posting Title

Director Gift Planning Administration

Department

CC00292 WM001 | WMUA | Gift Planning

Job Family

Staff - Giving: Annual, Major Gifts, & Planned

Worker Sub-Type

Regular (benefited)

Job Requisition Primary Location

Discovery 1

Primary Job Posting Location

Posting Location - William & Mary

Job Description Summary

University Advancement creates the conditions for opportunity – human, financial, and experiential – by garnering and stewarding the resources that advance William & Mary.

The William & Mary Foundation advances the university’s highest aspirations by securing private support, guiding a multi-asset investment portfolio and offering strategic leadership. In this work, we propel the university toward national preeminence and help shape a future worthy of its history.

Consistent with the university’s shared services agreement with the William & Mary Foundation (WMF), this position is assigned 50% effort to support Foundation Services, LLC, a subsidiary of the WMF, with the responsibilities outlined below.

The Director of Gift Planning Administration is a key position in the gift planning office in the Office of University Advancement at William & Mary.

As a primary administrative contact and resource for donors, colleagues, and professional advisors, the Director will assist in the administration of planned gifts for the benefit of the university and its related foundations. This position is responsible for administering all gifts from wills, trusts, retirement plans, and life income vehicles, and meeting reporting and auditing needs in addition to overseeing the management of life insurance policies and tangible gifts donated to the university. The Director also leads internal reporting, summaries, and updates as well as state and federal reporting and compliance requirements related to planned gifts to the university.

The Director reports to the Executive Director of Gift Planning and supervises the Gift Planning Administrator. The Director will help foster a culture of belonging that provides opportunity for all people and perspectives. This is a hybrid position based in Williamsburg, VA, that offers a flexible work environment.

This position is classified as professional, meaning it is salaried and exempt from overtime. For benefits and leave purposes, this role falls under the "12‑month Professionals & Faculty" classification on the HR website.

Review and download the full position description for this job under the “Featured Job Opportunities” on the University Advancement recruitment website: https://advancement.wm.edu/come-work-with-us/open-positions/index.php

Job Description

Salary: $95,000 to $110,000 commensurate with experience and internal alignment.

For full consideration, submit application materials by Friday, August 21, 2026. Applications received after the review date will be considered if needed. A resume and cover letter are required for this position.

Required Qualifications

• Bachelor’s degree and JD with substantive experience or specialized expertise directly related to the position.

• Demonstrated professional experience in gift planning administration or in the legal field as a practicing attorney in trust and estate administration.

• Skills to present planned giving information to both lay and professional audiences in a way that will inspire philanthropy.

• Understanding of complex charitable gifts and gifting strategies: estates and trusts, charitable gift annuities, charitable remainder trusts, charitable lead trusts, gifts of real estate, gifts of closely held securities, gifts of life insurance, tangible and intangible gifts, bargain sales and gifts from retirement plans.

• Ability to review estate and trust documentation and to serve as the William & Mary liaison to coordinate with Trustees and Administrators in order to facilitate charitable distributions.

• Ability to navigate complex legal designations and relationships between separate legal entities to achieve donor intent and record gifts accurately.

• Excellent interpersonal and communication skills, with the proven ability to work effectively with a diverse constituency and collaboratively with colleagues from across the institution, while exercising discretion and diplomacy in all interactions.

• Strong project coordination and organizational skills with the ability to balance competing priorities and complex situations within tight deadlines in a team-oriented environment.

• Willingness and ability to work outside normal working hours.

Preferred Qualifications

• Demonstrated success working effectively with donors and prospects as well as their legal and financial advisors in a college or university setting.

• Experience in a gift planning office in a university setting or larger nonprofit with experience collaborating with campus-wide development professionals.

• Management skills to educate, lead and inspire fundraising professionals and other team members.

• Demonstrated communication skills and skills to be diplomatic with a broad range of constituencies including professional colleagues, donors’ professional advisors, and donors and their families.

• Experience assisting executors and professional advisors with the administration of charitable gifts from wills, trusts, and retirement plans.

• Experience auditing estate, trust and retirement plan distributions to ensure the designated amount is received by the university.

Conditions of Employment

• This position may require additional hours beyond the typical work hours to include evenings and weekends.

Job Duties

65% - Estate Administration

• Administer all estate, testamentary trust, life-income gifts and retirement plan distributions for the benefit of the university and its related programs and foundations.

• Ensure the highest standards are maintained for the Gift Planning Office to serve as the administrative contact for trusts, estates, and retirement plans.

• Review testamentary documents, revise refunding bonds, review need for potential disclaimers, and coordinate review of estate planning related litigation with the Office of University Counsel and as requested by university leadership. Prepare case summaries and updates as required.

• Handle all testamentary distributions, draft posting instruction memos to Gift Accounting or Investment Management, as applicable.

• Create new accounts when necessary, create audit trail, and monitor and audit estates and trusts to protect the interests of the university and its related foundations.

• Maintain accurate records, both electronic and paper files, of testamentary distributions and deferred planned gifts and provide summary reports to the Executive Director and advancement leadership.

20% - Compliance and Administration of Life Income Gifts

• Oversee compliance and administration of life income gifts and gift processing for all complex gifts to the university and its related foundations. This includes charitable gift annuities, charitable remainder trusts, charitable lead trusts, gifts of real estate, bargain sales, gifts of closely held securities, gifts of life insurance, tangible and intangible gifts, and charitable distributions from retirement plans:

• Coordinate with corporate trustee, donors’ professional advisors/brokers, University Counsel, William & Mary Real Estate Foundation, University Recording Secretary, Finance Office, and/or William & Mary related foundations, as may be applicable.

• Manage life insurance administration in coordination with the Gift Planning Administrator.

• Process charitable gift annuity registration and ongoing compliance with state charitable gift annuity regulations. Prepare and coordinate charitable gift annuity registration annual statements/filings in various states.

• Prepare and file IRS 8283, 8282, and 1