HybridHybrid position; open to employees in Massachusetts, New York, New Jersey, Connecticut, Rhode Island, Vermont, and New Hampshire.
Administrative & Executive AssistanceAdministrative Support
About the job
Requirements
A bachelor's degree or an equivalent combination of education and experience.
Three to five years of administrative or operations experience, preferably in a legal, financial, or development setting.
Experience using a customer relationship management (CRM) database to manage records, support reporting, and maintain data accuracy.
Excellent written, verbal, and interpersonal communication skills.
Strong organizational skills, close attention to detail, and the ability to manage multiple priorities and deadlines.
Sound judgment and discretion in handling confidential donor and estate information.
Ability to work effectively both independently and as a member of a team, with respect for colleagues at every level of the organization.
Responsibilities
Prepare gift documentation and coordinate gift booking with Gift & Donor Services, following office documentation standards and Foundation policies.
Maintain donor, estate, and planned gift records, ensuring accuracy, confidentiality, and completeness.
Produce presentations, reports, donor communications, and marketing materials in support of gift planning work.
Document and maintain the office’s operational procedures and workflows.
Manage the office’s shared inbox and routine donor inquiries, routing substantive questions to the appropriate gift planning officer.
Partner with BI & Analytics to develop and maintain reports, dashboards, and analytics related to gift planning activity, stewardship, and fundraising performance.
Monitor data quality and recommend process improvements to strengthen reporting accuracy and operational effectiveness.
Serve as a resource for CRM usage, gift planning data standards, and reporting best practices.
Support the Senior Director, Gift Planning and fundraising partners by collaborating with Prospect Management on prospect strategy, support, and database-related needs.
Run recurring stewardship programs for legacy society members and planned gift donors, including welcome materials, beneficiary and annual reports, and birthday and holiday card programs.
Support execution of the gift planning marketing plan, including mailings, communications, and donor engagement programs.
Plan logistics and prepare materials for donor visits, presentations, educational programs, and events, and staff events as needed.
Track progress toward stewardship and engagement goals and report results to the office.
Support organizational growth efforts through other duties and projects as assigned.
Desired Qualifications
Experience with Salesforce, Ellucian Advance, or a similar fundraising database.
Knowledge of planned giving software; PG Calc is preferred.
Strong Excel skills and experience building reports or dashboards.
About University of Massachusetts Amherst Foundation
Established in 2003, theUniversity of Massachusetts Amherst Foundation (UMAF), a private 501(c)(3) nonprofit organization, exists to raise philanthropic funds in support of the University of Massachusetts Amherst’s mission and highest aspirations. Located on the Amherst campus and wholly dedicated to supporting the University’s mission, UMAF is a separately governed nonprofit organization with its own health, wellness, and retirement benefits. UMAF serves the University of Massachusetts Amherst community by serving as a best practices resource for fundraising strategy and implementation.
About the role
The Assistant Director, Gift Planning Operations manages the day-to-day operations of the Office of Gift Planning. The role administers planned gift documentation and records, produces the office’s reports and dashboards, supports gift planning officers with prospect management and data needs, and runs the office’s recurring stewardship and legacy society programs. It carries out this work within the documentation standards, marketing plan, and program goals set by the office’s leadership.
The University of Massachusetts Amherst Foundation (UMAF) exists to raise and distribute philanthropic funds in support of the University’s mission and highest aspirations. Your impact will be meaningful. This role serves as a trusted internal resource to development colleagues on gift planning data and processes, and helps ensure a high-quality donor experience through careful administration, close collaboration, and discretion in handling confidential information.
Location: This is a full-time hybrid position and is open to employees in select US states: Massachusetts, New York, New Jersey, Connecticut, Rhode Island, Vermont, and New Hampshire.
What you'll do
Gift Planning Operations & Administration (40%)
Prepares gift documentation and coordinates gift booking with Gift & Donor Services, following the office’s documentation standards and Foundation policies.
Maintains donor, estate, and planned gift records, ensuring accuracy, confidentiality, and completeness.
Produces presentations, reports, donor communications, and marketing materials in support of gift planning work.
Documents and maintains the office’s operational procedures and workflows.
Manages the office’s shared inbox and routine donor inquiries, routing substantive questions to the appropriate gift planning officer.
Prospect Management, Reporting & Data Integrity (30%)
Partners with BI & Analytics to develop and maintain reports, dashboards, and analytics related to gift planning activity, stewardship, and fundraising performance.
Monitors data quality and recommends process improvements to strengthen reporting accuracy and operational effectiveness.
Serves as a resource for CRM usage, gift planning data standards, and reporting best practices.
Supports the Senior Director, Gift Planning and fundraising partners by collaborating with Prospect Management on prospect strategy, support, and database-related needs.
Stewardship & Special Programs (20%)
Runs recurring stewardship programs for legacy society members and planned gift donors, including welcome materials, beneficiary and annual reports, and birthday and holiday card programs.
Supports execution of the gift planning marketing plan, including mailings, communications, and donor engagement programs.
Plans logistics and prepares materials for donor visits, presentations, educational programs, and events, and staffs events as needed.
Tracks progress toward stewardship and engagement goals and reports results to the office.
Other Duties as Assigned (10%)
UMAF is building and growing, and this position will support those efforts with other duties and projects as assigned from time to time.
Qualifications
Bachelor’s degree or an equivalent combination of education and experience.
Three to five years of administrative or operations experience, preferably in a legal, financial, or development setting.
Experience using a CRM database to manage records, support reporting, and maintain data accuracy.
Excellent written, verbal, and interpersonal communication skills.
Strong organizational skills, close attention to detail, and the ability to manage multiple priorities and deadlines.
Sound judgment and discretion in handling confidential donor and estate information.
Ability to work effectively both independently and as a member of a team, with respect for colleagues at every level of the organization.
Preferred Qualifications
Experience with Salesforce, Ellucian Advance, or a similar fundraising database.
Knowledge of planned giving software (PG Calc preferred).
Strong Excel skills and experience building reports or dashboards.
Note: We’re passionate about building a diverse team. If your experience is close, but not an exact match, please consider applying. Experience comes in many forms, and skills are transferable. We know that diverse teams make better decisions and deliver better results, which is why we’re committed to adding new perspectives and encourage everyone to apply.
BENEFITS
20 vacation days, 12 holidays, 12 sick days, 5 personal days, and 2 office closure days.
4-day summer work week.
401(k) plan. You contribute 5% and receive a 10% match.
Health insurance packages for medical, dental, and vision.
16 weeks of paid parental leave to use within 1 year of childbirth. An additional 6 weeks available for the birthing parent. Part-time work for full-time pay for the first 4 weeks post parental leave.
At the UMass Amherst Foundation, we understand the value that diversity, equity, and inclusion bring to our workplace, our constituents, and our community.
We welcome and value diversity in all its forms and recognize that a diverse and inclusive team strengthens our work and advances our mission. We recognize that the benefits of a diverse team are fully realized when people of all races, gender identities, ages, ethnicities, cultural heritages and nationalities; educational backgrounds; religious and political beliefs; sexual orientations; abilities; and socioeconomic and veteran status are valued, respected, and included at every level. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact [email protected] to request accommodation.
OUR VALUES
Connection • Build meaningful relationships rooted in trust, respect, and belonging.
Courage • Show up with integrity, embrace challenges, and lead through uncertainty.
Curiosity • Commit to learning—for yourself and others—and create a culture where everyone can thrive.
Questions regarding the position or anything else related to careers with UMAF may be directed to the People & Culture team at [email protected]