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Job Details

Principal and Planned Giving Administrator

Company name
Hobart and William Smith Colleges

Geneva, NY, United States

Employment Type

Fundraising, Education

Posted on
Oct 15,2019

Valid Through
Jan 28,2020


Office of Advancement


Provides overall administrative support to the Sr. Associate Vice President for Advancement. This position is responsible for the management of the Colleges’ principal and planned giving programs, proactively working with high level donors, members of the Advancement Team and the Colleges’ service providers to ensure accuracy and compliance. This position organizes and assists with the tasks associated with completing high level fundraising initiatives and projects. This position requires confidentiality, the ability to multi-task and prioritize, and work professionally with colleagues across campus.



Responsible for administrative support for the Sr. Associate Vice President.

Answer and respond to incoming calls and inquires professionally and accurately.

Prepare all documents and correspondence for the Principal and Planned Giving programs, including confidential material.

Run queries, exports and reports as needed for specific projects in support of Principal and Planned Gifts.

Assist with preparation of proposal materials for prospective donors.

Update advancement database (Raiser’s Edge) with prospect management codes.

Maintain birthday card process for all assigned prospects.

Create and update fundraising reports using Excel, Raiser’s Edge, PowerPoint and Word.

Work over Family/Homecoming Weekend, Reunion Weekend and other events, on and off campus are required.

Assist other areas within Advancement as needed.

Planned Gifts Administration:

Support all frontline fundraisers with their planned giving proposals and gift commitments.

Work with Gift Accounting Administrator to ensure all planned gifts are tracked correctly in Raiser’s Edge.

Be proficient in planned giving manager software (PG Calc), providing illustrations to frontline fundraisers.

Maintain an up-to-date tracking of planned gifts and estate gifts.

Work with the planned giving marketing vendor to help create and execute planned giving material/solicitations.

Oversee the execution of the marketing plan: ordering materials, creating mail lists, merging mail lists, and working with on campus offices.

Maintain the Planned Giving Website with up-to-date gift and tax information and current donor stories.

Maintain the accuracy of The Wheeler Society Membership. Ensure new members are welcomed and listed appropriately and their gifts are accurately reflected on Raiser’s Edge.

Work closely with the Business Office and the Colleges’ service providers to administer the Colleges’ Planned Gifts.

Work with donors and their estate attorneys answering simple planned giving inquiries.

Performs other duties as required.

Principal Gifts Administration:

Maintain the principal gift strategy data base including next steps and front line fundraisers’ responsibilities.

Coordinate high level events such as the President’s Leadership Council and the Cook Parents Circle. Coordinate invitations, event logistics, RSVP’s, materials, etc.

Work with Donor Relations ensuring stewardship strategies are executed.

Work with the president’s office, members of the board of trustees and principal gifts donors to coordinate correspondence, events, travel, etc.

Assist with any and all principal gift activities such as dedications, events, and communications.


A Bachelor’s degree is desired. Experience in a college or university setting is preferred. Knowledge of the fundraising process including planned and principal giving is desirable. Must be proficient in Microsoft Word and Excel, demonstrated analytical skills and database experience. Must have a high measure of sensitivity to the personal circumstances of alumni/ae and parents. Confidentiality and detail oriented are critical. Must be able to work under pressure alone and be a contributor as a team member.


This administrative assistant position is full time (12 months) and benefits eligible. Normal hours of work are 8:30 a.m. to 5:00 p.m. during the academic year with a possible shortened workweek during the scheduled summer hours.

This position description is not all-inclusive, as other tasks or responsibilities may be assigned.


Review of applications will begin immediately and continue until the position is filled. Interested applicants are encouraged to submit a cover letter, resume and the names with contact information of at least three (3) professional references to our application service,


If you have a question or need help on uploading your application materials, please contact Interfolio's support team at

or call 1-877-997-8807 between the hours of 9:00 a.m. through 6 p.m., EST, Monday through Friday.


Hobart and William Smith Colleges are committed to providing a non-discriminatory and harassment-free educational, living and working environment for all members of the HWS community, including students, faculty, staff, volunteers, and visitors. HWS prohibits discrimination and harassment in their programs and activities on the basis of age, color, disability, domestic violence victim status, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, veteran status, or any other status protected under the law. Discrimination on the basis of sex includes sexual harassment, sexual violence, sexual assault, and other forms of sexual misconduct including stalking and intimate partner violence, and gender-based harassment that does not involve conduct of a sexual nature.

Founded as Hobart College for men and William Smith College for women, Hobart and William Smith Colleges today are a highly selective residential liberal arts institution with a single administration, faculty and curriculum but separate dean’s offices, student governments, athletic programs and traditions. The Colleges are located in a small diverse city in the Finger Lakes region of New York State. With an enrollment of approximately 2,300, the Colleges offer 62 different majors and minors from which students choose two areas of concentration, one of which must be an interdisciplinary program. Creative and extensive programs of international study and public service are also at the core of the Colleges’ mission.


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Hobart and William Smith Colleges

Geneva, NY 14456

(315) 781-3000

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