• 19061- Trusts and Estates Administrator

    Job Locations US-DC-Washington
    Posted Date 2 months ago(12/4/2018 5:25 PM)
    # of Openings
  • Overview

    This position manages four major functions:  First, manages the process by which WWF is notified and receives charitable gifts from trusts and estate.  This includes responsibility for WWF’s docket of 200-300 open trusts/estates, accounting for between $20-$25 million in income per fiscal year.  Second, creates and manages the internal tracking and reporting of this revenue, as well as the status and value of pending planned gifts and reportable trusts. This includes compiling accurate summary information for each gift vehicle where WWF is a beneficiary, and valuing and reporting WWF’s irrevocable future interest to both internal staff and our auditors. Third, manages the chartiable gift annuity program, serving  as the primary liaison with the bank that administers WWF’s charitable gift annuity program and coordinates the filing of annual state registrations.  Fourth, manages the work of the Gift Planning Specialist, with emphasis on mentoring and training him/her in the estate administration process.


    Estate and Trust Administration

    • Manages and tracks trusts and estates for which WWF is a beneficiary, from the time of first notification through receipt of final distribution.  Maintains regular communication with executors, attorneys, and family as needed throughout the process.  Works to encourage timely processing of estate or trust administration by the executor/attorney or trustee, and reviews all documents pertaining to the estate/trust. Tracks relevant information on the estate/trust in CRM, maintaining a list of open estates and tickler system for followup and analysis.  Signs receipts and other estate documentation on behalf of WWF.  Identifies and shares donor leads generated through the estate and trust administration process with either the Regional Philanthropy or Partners staff.
    • Takes the lead in collaborating with the General Counsel’s office on more complex probate matters and estate-related litigation. Monitors estate-related litigation in tandem with the Deputy General Counsel.
    • Uses donor database to provide regular reports on status of open estates and bequest/estate revenue tracking. Works with Finance and Program Ops staff to ensure proper collection and crediting of bequests and restricted gifts.  Works with Accounting and FundOps staff on issues involving estates and provides information and documentation to auditors during annual audit process.

    Trust Management

    • Responsible for obtaining and calculating the value of revocable trusts annually for reporting purposes. Works with both auditors and Finance staff to obtain the current value of the trust, and use PG Calc to calculate WWF’s interest. Leads annual review meetings with Finance and Accounting teams to review any changes in reporting standards and keep them updated of any changes in reportable trusts.
    • Appropriately documents trusts where WWF is a beneficiary, compiling accurate summary information for each trust regarding income and assets, identity ages of income and remainder beneficiaries, noting other terms and powers of trustees.  Tracks income producing trusts to ensure WWF receives payment and our interests are protected.  Researches new trusts and updates status of existing trusts as new information becomes available which might impact FASB compliance.  Working with CRM staff to create a new method to track these trusts in CRM.

    Staff Management

    • Manages the work of the Gift Planning Specialist, including reviewing workload and work product, weekly meetings, and assigning additional work as needed. Special emphasis is given to mentoring and training him/her in the estate administration work, giving him/her primary responsibility for opening new estates, personalized acknwoledgements, and managing all beneficiary designated gifts. 

    Gift Annuity Program

    • Manages the charitable gift annuity program, serves as primary liaison with life income gift administrators (SSgA).  Ensures timely and accurate filings of all gift annuity state registrations and other gift planning compliance matters. Maintains the department’s compliance calendar including a tracking system of due dates for multiple filings follows through on information requests. 
    • Primary contact on all charitable gift annuity related issues with WWF staff, including gift officers, Finance, and Senior leadership, compiling an report on the gift annuity program in conjunction with plan administrators as requested.


    • Performs special projects and other duties as assigned.



    • A Bachelor's degree or equivalent experience, and at least eight to ten years of similar estate administration/processing and gift planning experience in a non-profit or with a law firm or bank trust department specializing in trusts and estates. Paralegal certificate or JD preferred.
    • Excellent organizational skills and ability to independently manage a large docket of various matters. The ability to meet deadlines. Able to prioritize and work with limited supervision. Takes initiative to problem solve and meet goals and objectives within area of responsibility.
    • Superior interpersonal skills that require empathy for donor situations, and a pleasant friendly style to handle complaints and complex issues with patience and tact. Enjoys working with people. 
    • High standard of ethics, assuring discreet handling of donor records and organizational information. Follows the model standards of practice for gift planners.
    • The ability to work independently with minimal supervision and effectively as a member of a team. Interact with and understand the business needs of gift planning and other departments.
    • Demonstrates excellent judgmentand the ability to adjust communication styles and messages to interact with a wide range of people both verbally and in writing.
    • Knowledge of trust and estate administration related to charitable gifts and best practices related to same. Proactive administrator with the ability to discern potential problem matters which should be brought to supervisor’s attention or referred to the General Counsel.
    • Analytic ability and familiarity with financial statements, accountings and related materials in the context of estate and trusts. Ability to review for abnormal activities, excessive fees, and other common issues that may arise.
    • High level of proficiency in Microsoft Office, particularly Microsoft Excel and Word, including ability to mail merge and maintain/manipulate complex spreadsheets and extensive experience with fundraising donor data base programs (such asTA/BBCRM, Raisers Edge or other comparable systems).
    • Proficiency with development software such as PG Calc/PG Manager, Crescendo or other related gift calculation programs.


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