Scholarships And Gift Planning Coordinator

WARTBURG COLLEGE
POSITION DESCRIPTION
Title of Position:Scholarships and Gift Planning Coordinator
Preparation Date: March 2024
Function of Position:
Responsible for all facets to manage and award annually-funded and endowed
scholarships, process and maintain Heritage Society records and expectancies including
charitable gift annuities and other deferred-gift commitments, and provide support for
Development staff. Works closely with Financial Aid and Senior Gift Planner regarding
scholarship awarding and planned giving administration. Reports to the Associate Director-
Institutional Advancement, Prospect Management & Research. Incumbent works with
students, team members, college employees, donors, and/or guests of the college, treating
all with respect.
Principal Duties and Responsibilities:

Scholarships (40%)
o Coordinate and execute an efficient, effective, and timely scholarship awarding

process for annually-funded and endowed scholarships.
o Administer and manage awarded scholarships, coordinating the process between

Development, Business Office, and Financial Aid.
o Maintain records and reports related to awarding of annually-funded and

endowed scholarships.
o Manage scholarship donor/contact database, scholarship donor agreements,

and other information related to stewardship of scholarship donors.
o Coordinate arrangements for annual scholarship luncheon, in collaboration with

Advancement Associate-Donor Relations; prepare invitations, programs, speakers,
meal planning, RSVPs, name tags, table tents, donor-recipient photographs, etc.

Heritage Society/Planned Giving (40%)
o Maintain Heritage Society membership records, prepare and process associated

spreadsheets, files, lists, correspondence, forms, and birthday cards.
o Process charitable gift annuities, trusts, and other planned gifts; use Crescendo

software to create proposals; prepare agreements, information sheets,
correspondence, and files.

o Manage annuity checks from donors; maintain annuity spreadsheet information;
prepare and monitor annuity payment schedules; process information for
annuitants; assist with mailing 1099R forms.

o Process records and track activity related to bequests, expectancies, and other
deferred-gift instruments; administer estate-settlement and maintain
correspondence and records.

o Coordinate stewardship activities with Senior Gift Planner and Director of
Stewardship & Special Gifts, including planning and execution of Heritage Society
luncheon and other events related to planned giving donors; prepare invitations,
programs, RSVPs, name tags, table tents, etc.

o Provide support for other Heritage Society and planned-giving mailings or
marketing activities.

Development (20%)
o Process expense vouchers and credit card receipts for Senior Gift Planner, Major

Gift Officers, and Vice President of Institutional Advancement.
o Administer general office support including letter generation, mailings, filing,

scheduling meetings, ordering supplies, and answering phones.
o Perform other related duties as assigned.

Supervision:
In addition to working with supervisor, the employee works closely with Financial Aid, Senior
Gift Planner, and Director of Stewardship & Special Gifts to develop strategies and pursue
completion of established objectives, requiring the use of a wide range of procedures.
Minimum Qualifications:
Requires knowledge equivalent to an Associate's Degree plus two years of experience in
fundraising/development or a related field required; proficiency with Microsoft Office
(Word, Excel, Outlook, OneNote); strong writing, editing, and verbal communication skills;
attention to detail and accuracy; aptitude for utilizing a comprehensive constituent
database, online tools, and other software/technology resources; ability to collaborate in a
team environment; capable of organizing and prioritizing multiple work assignments; ability
to work limited evening and/or weekend work for special events or projects; ability to
contribute to the cultivation of positive relationships on behalf of the college; ability to
maintain confidentiality standards in safeguarding donor information/records; appreciation
for the liberal arts college environment and mission of Wartburg.
Application Procedure:
Send letter of interest including a statement regarding qualities within the context of the
Wartburg College mission, résumé, and contact information for three references
electronically to: hr@wartburg.edu. See www.wartburg.edu for further information about the
college. Screening begins immediately and continues until position is filled.

WARTBURG COLLEGE is a selective liberal arts college of the ELCA, nationally recognized for
community engagement. As an affirmative action, equal opportunity institution, Wartburg College

actively seeks applications from underrepresented groups.