Gift Planning Coordinator (7546U), University Development and Alumni Relations - #84934

At the University of California, Berkeley, we are dedicated to fostering a community where everyone feels welcome and can thrive. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.

As a world-leading institution, Berkeley is known for its academic and research excellence, public mission, diverse student body, and commitment to equity and social justice. Since our founding in 1868, we have driven innovation, creating global intellectual, economic and social value.

We are looking for applicants who reflect California's diversity and want to be part of an inclusive, equity-focused community that views education as a matter of social justice. Please consider whether your values align with our Guiding Values and Principles, Principles of Community, and Strategic Plan.

At UC Berkeley, we believe that learning is a fundamental part of working, and provide space for supportive colleague communities via numerous employee resource groups (staff organizations). Our goal is for everyone on the Berkeley campus to feel supported and equipped to realize their full potential. We actively support this by providing all of our full-time staff employees with at least 80 hours (10 days) of paid time per year to engage in professional development activities. Find out more about how you can grow your career at UC Berkeley.

Departmental Overview

University Development and Alumni Relations

UDAR helps build Berkeley's excellence through communications, public outreach, and fundraising to raise public awareness about Berkeley and increase private philanthropy. UDAR provides overall direction for the campus's philanthropic advancement strategies and strengthens campus unit development in partnership with campus fundraisers. It handles a range of central activities and services encompassing prospect development, communications, donor stewardship, gift management, and more.

Office of Gift Planning

OGP conducts and oversees gift planning fundraising for the entire campus. Working with hundreds of donors on a variety of outright, life income, and estate gifts and bequest commitments, each year the Office partners with colleagues across the campus on more than $120 million in gifts.

Position Summary

The Gift Planning Coordinator position primarily involves administering estate gifts from wills, trusts, or beneficiary designations for the benefit of the Berkeley campus. This position assists with the administration of estates in which two legal entities, the University of California, Berkeley (UC) and the University of California, Berkeley Foundation (UCBF), have an interest.

Application Review Date

The First Review Date for this job is: 03/25/2026.

Responsibilities

Estate Administration:

Under general supervision, support two (2) Estate Administrators by exercising limited discretion and professional judgment in:

• Acts as the entry point for all new estate matters and legal documents.
• On a daily basis, directly interacts with attorneys, estate representatives. (executors/trustees/financial advisors, etc.), and others via telephone, email, and mail.
• Reviews estate correspondence and legal documents, as well as estate accountings.
• Draft communications to attorneys, trustees, family members, courts, and executors on behalf of the University of California, Berkeley Foundation and/or the Office of Gift Planning.
• Resolves routine issues, ensures gifts are received promptly, and ensures compliance with UC policies and procedures.
• Prepare beneficiary designation claim forms, obtain Foundation officers' signatures, submit to financial institutions, and track progress.
• Performs estate donor stewardship, including drafting acknowledgments on behalf of the Chancellor as needed.

Gift Processing and Data Management:

• Responsible for ensuring the tracking and timely processing of estate gifts.
• Prepares and administers gift allocations when necessary.
• Input estate data and ensure quarterly estate reconciliation reports are accurate.
• Monitors and documents estate gift program activities and results.
• Develops and maintains reports, providing basic analysis of program trends, and short- and long-range results.
• Monitors estate distribution process, follows up, and implements appropriate tracking of inquiries.
• Process legal services invoices.
• Create and maintain tracking spreadsheets, prepare and submit payment requests, and record and process legal service payment reimbursements upon receipt of estate distributions.

General Office Support:

Under the general supervision of the Director of Gift Planning Administration:

• Assists in office administration, including data management, answering phones/emails, and processing mail and checks.
• Maintain OGP share drive, keep the drive organized by archiving, updating, or deleting outdated materials/documents.
• Processes Gift planning purchases and team member reimbursements.

Fundraising Coordination:

Under the general supervision of the Director of Gift Planning Administration, when needed:

• Supports gift planning and fundraising efforts.
• Creates or edits donor communication for prospects/donors and donor advisors correspondence, reviews, and edits donor gift documentation, proposal letters, and fund terms.
• Coordinates prospect/donor meetings and follow-up.
• Manages donor contact reports and oversees prospect tracking and reporting.
• Performs research and systematizes complex donor information.
• Prepares the fundraiser's annual metrics reports.
• Assist with gift planning and stewardship activities as needed.

Required Qualifications

• Minimum of one year of experience applying knowledge of donor relations and public relations concepts, principles, procedures, and techniques within a complex organization, non-profit organization, or higher education institution.
• Minimum one-year of relevant work experience.
• Ability to gain working knowledge of the campus, its vision, mission, goals, objectives, achievements, and infrastructure.
• Working knowledge of - or ability to quickly acquire knowledge of applicable laws, rules, regulations, policies, et cetera.
• Excellent written and interpersonal communication skills to establish and maintain good working relationships throughout the campus and with external constituencies.
• Detail-oriented with excellent organizational, analytical, and critical thinking skills.
• Skill to maintain confidentiality.
• Ability to reliably travel to and from the primary work location and other designated sites as required to fulfill job responsibilities.
• Bachelor's degree in related area and/or equivalent experience/training.

Preferred Qualifications

• Paralegal or legal secretarial experience.

Salary & Benefits

For information on the comprehensive benefits package offered by the University, please visit the University of California's Compensation & Benefits website.

Under California law, the University of California, Berkeley is required to provide a reasonable estimate of the compensation range for this role and should not offer a salary outside of the range posted in this job announcement. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, analysis of internal equity, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience.

The budgeted hourly range that the University reasonably expects to pay for this position is $36.88 - $44.06.

• This is a full-time (40 hours/week), career position that is eligible for UC Benefits.
• This is a non-exempt, biweekly-paid position.

How to Apply

• To apply, please submit your resume and cover letter.

Other Information

• This is not a visa opportunity. This position does not include sponsorship of a new consular H-1B visa petition that would require payment of the $100,000 supplemental fee.
• This position is eligible for 50% remote work. Schedule to be determined by the Supervisor and the needs of the business.

Conviction History Background

This is a designated position requiring fingerprinting and a background check due to the nature of the job responsibilities. Berkeley does hire people with conviction histories and reviews information received in the context of the job responsibilities. The University reserves the right to make employment contingent upon successful completion of the background check.

Misconduct

SB 791 and AB 810 Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

"Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

UC Sexual Violence and Sexual Harassment Policy

UC Anti-Discrimination Policy

Abusive Conduct in the Workplace

Equal Employment Opportunity

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.