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Estate Admin Specialist

Who We Want:

Estate Admin Specialist

ASU Enterprise Partners, a private, nonprofit organization comprised of five subsidiaries that raise, create and invest resources for Arizona State University, is seeking an Estate Admin Specialist.

The Estate Admin Specialist will support the General Counsel's Office through the administration of estate, trust, and planned gifts. Responsibilities include organizing, analyzing, monitoring, and tracking realized estate gift activity. These activities include, but are not limited to, compiling new realized estate files, estate administration correspondence (written and verbal), preparing reports, and receipt of funds.

The Estate Admin Specialist will also manage the day-to-day data administration activities for life-income agreements including coordinating with the stewardship, finance, and administration teams. Other duties include reviewing new estate commitments and life income gifts for accounting and gift tracking purposes and tracking and reporting on the health of recorded estate commitments.

What you'll do:

  • Oversee, manage, and coordinate files for active estate administration, including beneficiary forms, probate, trusts, and other related litigation
  • Administer life income agreements for the Foundation, including:
  • Coordinate and track vendor for:
  • Administration of periodic distribution of payments to income beneficiaries
  • Annual mailing of tax documents to income beneficiaries
  • Monitor the distribution of charitable remainder interests, especially regarding valuation, designation, and notification for such gifts
  • Develop and maintain an understanding of tax, trust, and other estate planning laws affecting charitable giving
  • Establish and maintain successful working relationships with EGP Specialists, finance team, and Foundation business operations managers
  • Provide creative input to appropriate leadership to ensure that the counsel's office performs as a team and that the flow of information and work is coordinated, professional, and efficient
  • Track all activity in appropriate databases, especially GiftWrap and Bequest Manager by PG Calc
  • Maintain active membership in Planned Giving or other appropriate legal related groups
  • Maintain professional certification as applicable
  • Perform other related duties as required

What you'll need:

  • Understanding of basic tax, trust, bequest, and legal matters as they relate to estate planning and charitable gift vehicles
  • Comfort with databases and coordinating data between multiple locations
  • Willingness to explore and understand investment and financial matters
  • Strong analytical skills in both math and documents.
  • Excellent communication skills
  • Ability to be detail-oriented and organize and set priorities independently in an accurate and timely manner
  • Ability to maintain confidentiality at all times
  • Ability to deal with death and dying in a sensitive and professional manner
  • Excellent interpersonal skills, specifically an ability to relate well to and instill trust in donors of all ages, their financial advisors, and members of the academic community
  • Ability to work as a team player
  • Ability to operate basic office machinery including a personal computer; including knowledge of Microsoft Office, especially Word and Excel
  • Familiarity with Adobe Acrobat and ability to edit, combine, and comment on PDFs

Relevant qualifications:

Bachelor's degree in a field appropriate to the area of assignment AND three-plus years' experience in a related environment OR any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved. Certified paralegal or paralegal candidate and Notary Public (or ability to become one) preferred.

Mental demands:

Clarity of focus while juggling multiple projects and deadlines.

Working conditions:

Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding and manipulating a computer mouse; required to stand for varying lengths of time and walk moderate distances to perform work. Frequent bending, reaching, lifting, pushing and pulling up to 25 pounds. Regular activities require ability to quickly change priorities, which may include and/or are subject to resolution of conflicts. May be required to perform tasks in the field within and/or across University campuses. Ability to clearly communicate verbally, read, write, see and hear to perform essential functions. This position may require some early mornings and evenings to accommodate meetings and events. This position currently requires you to work from the office Tuesdays, Wednesdays and Thursdays with Monday and Friday optional remote days. Occasional travel is required.

ASUEP follows federal guidance which requires employees of federal contractors to be fully vaccinated for COVID-19, except in limited circumstances in which an employee is legally entitled to an accommodation for medical or religious reasons.

Working equipment:

This position will require a Surface/laptop computer, desk telephone, and mobile communication device ($30 bi-weekly payroll reimbursement).

Contact us today.

For more information on ASU Enterprise Partners, visit our web site at

ASU Enterprise Partners and its subsidiaries is an equal opportunity employer that is firmly committed to promoting justice, equity, diversity and inclusion within our organization and throughout our sphere of influence. Because we embrace a spirit of innovation and achievement, we will endeavor to maximize the talent and potential of all employees, directors, and volunteers through bold and strategic action aimed at building success and a sense of belonging. All employees are expected to act in good faith to support these actions and to not impede the efforts of others to build a just, equitable, diverse and inclusive organization.

ASU Enterprise Partners is an Equal Opportunity Employer

Tempe, AZ, 85281, US