Operations Coordinator, Planned Giving

POSITION TITLE: Operations Coordinator, Planned Giving 

REPORTS TO: Senior Director, National Estate and Gift Planning 

SUPERVISION EXERCISED: None 

LOCATION: New York, NY (CSC)  

Grade/Class: Grade C, Non-Exempt, Non-Union 

ABOUT THE ORGANIZATION: 

ADL is the leading anti-hate organization in the world. Founded in 1913, its timeless mission is “to stop the defamation of the Jewish people and to secure justice and fair treatment to all.” Today, ADL continues to fight all forms of antisemitism and bias, using innovation and partnerships to drive impact. A global leader in combating antisemitism, countering extremism and battling bigotry wherever and whenever it happens, ADL works to protect democracy and ensure a just and inclusive society for all.  

PRIMARY FUNCTION: 

The Operations Coordinator, Planned Giving is a pivotal player on the planned giving team. This position is the ideal entry point from which to observe and learn about the field of Planned Giving, which plays a growing role in ADL’s revenue generation and is becoming increasingly important within the field of Development. The Operations Coordinator will provide a broad range of high-level project management and administrative support to the Senior Director and planned giving team. This position provides extensive learning opportunities about ADL’s mission, programs and impact in our fight against antisemitism and hate.

Primary: 

• Maintain and manage the life insurance portfolio records, an increasingly important source of planned giving revenue. This involves interacting with external insurance company representatives to obtain policy illustrations and projections to record and track policy status and related issues under the guidance of our industry consultant (training provided.)
• Assist in maintaining Charitable Gift Annuity portfolio records, serve as a liaison with BNY Mellon account representative, provide reporting and data updates while tracking donor communication (training provided). 
• Prepare, transmit, record and file various donor communications such as planned giving information and Livingston Legacy Society welcome packets. 
• Support planned giving database management to ensure that donor accounts including highly confidential information are current and regularly updated. 
• Prepare check requests for vendors, submit transmittals, and verify payment. 
• Communicate with colleagues and external vendors on a variety of topics. 
• Schedule and provide administrative support for meetings. 
• Receive, sort, and distribute incoming mail. Respond to routine and more complex correspondence requiring the exercise of judgement and discretion. 
• Provide general and technical administrative support to the Planned Giving team to ensure the smooth functioning of the office. 

Skills:   

• High level of curiosity with a solution-oriented approach to problem solving. 
• Exceptional attention to detail.  
• Comfortable with technology, analytical and strong written/verbal interpersonal communication skills.  
• Technical competence required. Comfort learning and utilizing new technology is essential including platforms like Salesforce. 
• Ability to complete advanced formatting, layout, and mail merge tasks. 
• Demonstrated ability to manage and complete multiple projects on deadline.  
• Growth mindset to function in fast-paced work environments. 
• Organized and the ability to maintain confidentiality and manage sensitive information essential. 
• Ability to work both independently and to effectively build strong collaborative relationships in person and across virtual spaces. 

  Work Experience:   

• The ideal candidate has several years’ work experience providing administrative support and customer service in a fast-paced office environment. 
• Experience in non-profit fundraising, operations and the life insurance industry are a plus. 

 Education:   

• Associate degree or equivalent progressive work experience required. 
• Bachelor’s degree preferred. 

Work Environment:  

• ADL is a hybrid environment; this role may require 3 days in the office. 

Compensation:  

• This position has a salary range of $54,000 to $66,960. This salary range is reflective of a position based in New York, New York. Please note that actual salaries are commensurate with experience and reflect the budget for a given position, and since ADL has a location-based compensation structure, there may be a different range for candidates in other locations. For an overview of our total rewards package, please visit https://www.adl.org/about/careers.  

ADL aims to create a working environment where every employee can thrive professionally. Our mission-driven work is best accomplished in an environment that supports belonging. ADL values a diverse workplace and strongly encourages people of all races, religions, nationalities, genders, LGBTQ+ individuals, people with disabilities, and veterans to apply. ADL is an equal opportunity employer. Recruitment, hiring, promotions and other terms, conditions and privileges of employment shall be maintained in a manner which does not discriminate on the basis of age, race, creed, religion, color, national origin, sex, sexual orientation, gender expression, marital status, physical or mental disability, veteran status, or military status, or in violation of any applicable Federal, state or local laws.     

ADL will ensure that individuals with disabilities are provided reasonable accommodations to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. For individuals with disabilities who would like to request an accommodation to support the interview process, please contact Talent & Knowledge at talentacquisition@adl.org.  

ADL will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of the Fair Credit Reporting Act, and all other applicable State, Local, and Federal laws.   

The information in this job description indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, or be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications, and objectives required of employees assigned to this job, nor is it to be interpreted as a contract for employment.