Development Operations and Planned Giving Specialist

Summary We seek to foster a culture of philanthropy within the organization that values our donors. We emphasize the lifetime value of our donors and invest in building long‑term relationships. Our donor‑centered approach recognizes the needs and priorities of our partners while remaining aligned to our organizational mission and strategic priorities. Description The Development Operations and Planned Giving Specialist is a vital position in the Office of Institutional Advancement that will work closely with the Senior Director, Development and Planned Giving and the Manager of Development, will be an integral support to both teams and will manage the operational infrastructure for both. The Specialist will support a robust Planned Giving Program and Charitable Gift Annuity Program and collaborate with department colleagues on cross‑cutting activities and special projects, as needed. This position exercises independent judgment and discretion in administering planned giving operations, donor stewardship processes, fundraising systems, and departmental workflow management. Salary: $70,000 - $80,000 annually Essential Duties and Responsibilities The following outlines the primary responsibilities of the position. Additional duties may be assigned as needed. Planned Giving Administration and Operations Manage the administration and oversight of planned giving estates, charitable gift annuities (CGAs), and related donor arrangements, including direct coordination with estate attorneys, executors, financial representatives, and internal stakeholders to facilitate timely and accurate distributions. Exercise independent judgment in maintaining, auditing, and evaluating planned giving records and donor documentation to ensure accuracy, completeness, compliance, and alignment with organizational policies and fundraising objectives. Administer and oversee the Planned Giving module within Raiser's Edge, including data governance, reporting standards, process improvements, and system integrity related to planned giving activity. Serve as the primary relationship manager for planned giving vendor platforms, including FreeWill and MyCatholicWill, overseeing implementation, workflow coordination, reconciliation of donor intentions, inquiry management, and operational effectiveness. Independently manage planned giving communications and donor inquiries through multiple channels, including phone, email, website, and marketing systems, while providing guidance regarding estate giving options and organizational policies. Develop, analyze, and maintain planned giving dashboards, KPI metrics, and operational reports to support forecasting, strategic planning, gift tracking, and leadership decision‑making. Monitor and evaluate legal, tax, and regulatory developments related to trusts, estates, charitable gift annuities, and planned giving practices, and recommend operational updates or process adjustments as appropriate. Lead the coordination and analysis of planned giving surveys and donor engagement initiatives, including strategy execution, response evaluation, follow‑up activities, and reporting on donor trends and opportunities. Collaborate cross‑functionally with Development Operations and Finance staff to support complex gift administration processes involving IRAs, donor‑advised funds (DAFs), securities, mutual funds, and other non‑cash assets, while serving as a knowledgeable operational resource and backup support. Contribute to the development and execution of planned giving marketing and donor engagement strategies across print and digital platforms. Prepare preliminary charitable gift annuity proposals and gift illustration documentation utilizing PG Calc and related planned giving tools, ensuring accuracy and alignment with organizational guidelines. Conduct donor interviews and gather content for planned giving stewardship, marketing, and testimonial initiatives designed to enhance donor engagement and long‑term fundraising strategy. Perform prospect research and analysis to identify planned giving opportunities, including review of estate‑related public records and preparation of strategic briefing materials for executive leadership and donor meetings. Coordinate and oversee planned giving donor events and stewardship activities, including event planning, vendor coordination, volunteer oversight, logistics management, and execution of fundraising‑related initiatives. Participate in process improvement initiatives, departmental planning, and other operational or strategic projects as assigned by leadership. Development Operations Support Develop, maintain, and enhance standard operating procedures (SOPs) for Development Operations and Planned Giving functions to improve operational efficiency, internal controls, compliance, and consistency across fundraising administration activities. Manage acknowledgement process. Oversee and coordinate gift administration processes for major donors, corporations, foundations, and organizational giving vehicles, including IRAs, DAFs, securities, planned gifts, and CGAs, ensuring accuracy, compliance, and timely processing. Monitor, evaluate, and improve donor stewardship workflows and lifecycle management processes within Raiser's Edge NXT (RENXT), including proposal tracking, planned giving activities, queue management, dashboard creation, and reporting tools that support strategic fundraising initiatives and performance measurement. Manage and oversee data integrity and gift processing functions within Raiser's Edge and related CRM systems, including donor records, appeals, acknowledgements, and fundraising data governance. Analyze and validate data to support reporting accuracy, donor analytics, forecasting, and key performance indicator tracking for major and planned giving programs. Coordinate administrative and operational support activities for the Development Department, including management of records, document workflows, mailings, and departmental logistics, while identifying opportunities to improve efficiency and service delivery. Collaborate with Development, Finance, and Executive staff on cross‑functional initiatives, operational projects, and fundraising strategies that advance organizational goals and strengthen donor engagement and stewardship practices. Lead efforts to streamline Development Department administrative operations by designing and implementing efficient workflows, establishing best practices, and providing training and ongoing guidance to staff regarding Raiser's Edge and RENXT procedures, reporting standards, and data management protocols. In partnership with the Senior Director of Development and Planned Giving and the Manager of Development Operations, provide functional oversight and direction to Development Associates, Development Assistants, temporary staff, and volunteers, including project delegation, workflow coordination, training, quality review, and performance monitoring. Independently manage and execute special projects, process improvement initiatives, operational analyses, and other assignments in support of departmental and organizational priorities. Position Type and Expected Hours of Work This is a full‑time position. Days and hours of work are generally 9:00 AM to 5:00 PM Monday‑Friday. Additional night and weekend hours will be required to meet deadlines and attend events, as needed. Working Conditions and Physical Demands Remain in a stationary position at a work station and use a computer at least 75% of the time. Ambulate and/or remain in a stationary position at seminars, events, fundraisers, etc. Travel for outreach, events and meetings at least 15% of the time using vehicle or public transportation, traverse city streets, ascend/descend stairs, and be exposed to outside weather conditions. Move and transport documents, objects, and other event materials. Engage with the public in social environments. Work under demanding conditions such as deadlines and project challenges. Qualifications Education and/or Experience Required Bachelor’s Degree. Master’s Degree preferred. 5‑7 years of related work experience in fundraising and planned giving and/or training in the same. Previous development/advancement experience within a large institutional environment is a plus. Skills, Licenses, and/or Competencies Required Familiar with Raiser’s Edge database technologies, including a minimum of five (5) years’ progressive experience with creating queries, and running reports. Excellent oral and written communication and interpersonal skills: possess the ability to communicate and liaison effectively with colleagues and vendors and works well within a team environment. Solid organizational skills: the ability to work productively in a fast‑paced, detail‑oriented, and collaborative environment and the ability to independently manage a multi‑faceted workload and meet strict deadlines. Accuracy and attention to detail are a must; sensitivity when working with highly confidential information and the ability to maintain discretion. Proficient in researching the giving potential of individuals and family foundations to secure major and planned gifts. Willing to acquire a working knowledge of various planned gift vehicles. Proficiency in Microsoft Office products (Word, Excel, PowerPoint, Publisher). Experience with Raiser's Edge, RENXT, Luminate, Salesforce, MailChimp, Constant Contact or other CRM platforms, a plus. Experience working with PG Calc, a plus. Team‑oriented thinker and development strategist able to effectively respond to both simple and complex gift scenarios confidently and with excellent donor relations. Genuine interest in the mission of Catholic Charities of New York and ability to participate in agency/community events. Catholic Charities and Catholic Charities Community Services is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristics protected by law. #J-18808-Ljbffr Catholic Charities Archdiocese of New York