Duke University Job Descriptions
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TRUST & ESTATE SPECIALIST
Job Title: TRUST & ESTATE SPECIALIST
Job Code: 0481
FLSA: N
Job Level: 09
Revised Date: 05/01/2024
Job Family: JF 06
Occupational Summary
Plan, coordinate, and participate in the establishment and operation of life income and estate gifts at Duke University. Position requires planning and developing systems, processes, and donor documentation in accordance with predetermined goals and objectives.
Work Performed
Compile and analyze information in support of program activities, including new and closed life income gifts and estates. Prepare reports and analyses setting forth progress, adverse trends and appropriate recommendations and conclusions. Required reports include donor address comparisons, reconciliation of monthly annuity payments with Contract Administrator and Duke University's Endowment Accounting, and trust donor statement reconciliation. Analyze donor agreements and estate plans to determine Duke's remainder interest, financial proceeds, and impact to schools and units. Liaise with Endowment Office, Alumni and Development Records and Gift Officers to ensure execution and completion of donor agreements and accuracy of gift receipts and records.
Independently plan and schedule work priorities in accordance with program goals and deadlines. Develop department wide checklists and planned gift processes using excel-based task management system in Asana. Continuously monitor and seek new ways to increase overall efficiency and decrease duplicate tasks. Advise or direct designated personnel in the department or division; make work assignments and review work for accuracy and completeness. Review complex donor transactions and giving vehicles to substantiate charitable deductions and calculate trust and annuity payments. Interpret data from relevant software to construct donor agreements and tax summary letters.
Develop and implement complex information systems in support of program activities. Provide adequate references and records of data, documentation of procedures, and evaluation of program results. Systems include but are not limited to DADD, Asana, Box, Concur, and industry specific applications such as GiftWrap and PG Calc.
Serve as liaison with appropriate personnel, University Departments, and outside sources to obtain and provide pertinent information to answer inquiries concerning program activities. Communicate with internal partners such as Endowment Office, Alumni and Development Records, Gift Officers and Partners within Schools and Units. External partners include donors, Duke's contract custodian/administer and other financial institutions. Respond to donors and advisors regarding charitable gift annuity and trust accounts, including but not limited to taxation schedules and donor documentation. Insure all information obtained from various partners is incorporated into the databases.
Plan and execute the distribution of reports and information as required. Prepare semi-annual trust donor reports, annual tax statements, and customized donor gift summaries, ensuring donor correspondence and documentation are accurate and delivered within the project timeframe.
Advise supervisor as to the status of current activities and additional or expanded program requirements; make recommendations for solutions to problems identified. Assist in providing donor reports for departmental updates regarding estate and life income gifts. Monitor, verify and reconcile donor databases to ensure consistency, accuracy, and adherence to fiduciary standards.
Provide administrative support, process checks for donor gifts, assist with filing of paper and electronic donor documents, and provide back-up support for Gift Planning Associates. Assist and provide administrative, technical, and logistical support to the Gift Planning team.
Utilize Concur to process receipts and payments for members of the Gift Planning team. Support Trusts and Estates team in special projects, developing project plans and utilizing programs such as Asana and Box. Track progress and recommend and implement improvements to streamline complex tasks and processes.
Perform other related duties incidental to the work described herein. The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.
Required Qualifications at this Level
Education/Training
Work requires knowledge of basic mathematical, research and communications principles normally acquired through two years of postsecondary education. Four year degree is preferred.
Experience
Work generally requires four years of clerical or research experience to acquire strong skills in administrative or project research responsibilities as well as accepted office management, communications and research practices.
A bachelor's degree in a field of study directly related to the specific position may be substituted for the education and two years of the experience requirement.
OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE
Skills
The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.
Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.
Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas-an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.
Essential Physical Job Functions
Certain jobs at Duke University and Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.
