Estate Manager of Planned Giving at Children's Hospital Colorado Foundation

The Estate Manager of Planned Giving at Children's Hospital Colorado Foundation (Foundation) will partner with the Senior Director of Planned Giving and is responsible for supporting the administration and execution of the Foundation's planned giving program. The role is responsible for managing the day-to-day gift acceptance of estates, trusts, gift expectancies, and complex charitable gifts, ensuring accurate administration, legal compliance, and effective stewardship throughout the gift lifecycle. Serving as an active partner and resource on estate and trust matters, the position communicates with attorneys, donors, and internal stakeholders to facilitate estate settlements, maintain accurate and comprehensive documentation, monitor revenue projections, and support informed decision-making. In addition, the role helps advance planned giving strategy by leading donor stewardship and engagement initiatives, supporting legacy society and professional advisory growth, and coordinating cross-functional efforts with Finance, Donor Relations, Marketing, Gift Services, Prospect Management, and Hospital Partnerships. Through strong project management, this individual enables the Senior Director to expand the impact of the planned giving program while ensuring operational excellence, exceptional donor service, and alignment with the Foundation's long-term philanthropic objectives. This position will report directly to the Senior Director, Planned Giving.

Department Name: CHCHS Foundation
Job Status: Exempt- Full time, 40 hours per week
Shift: Monday to Friday, 8am-5pm - Hybrid

Duties & Responsibilities

* Partner with Senior Director to protect organizational financial and legal interests
* Manage estate gift, outright gift, non-cash asset gift, and gift expectancy processes and serve as a resource on estate giving and complex gift matters
* Coordinate with attorneys, executors, trustees, personal representatives, advisors, related representatives, and families regarding planned gifts
* Read, review, and guide flow of all document management processes related to estates and trusts, including distributions
* Prepare professional correspondence concerning estate gift administration and distributions
* Record legal documents, probate status, distributions, and beneficiary information
* Maintain and organize estate files and reports and provide analysis and historic tracing of estate gifts
* Organize wills, trusts, court filings, death notices, and fiduciary correspondence related to estate gifts
* Send, track, and follow-up on legally significant requests and responses
* Schedule meetings, track court dates, distribution deadlines, and perform follow-ups (as needed)
* Identify missing information, inconsistencies, or unsigned documents and escalate as necessary
* Monitor estimated values, estate progress, and projected revenue from realized planned gifts
* Maintain beneficiary designations, expectancy documentation, and gift agreements
Lead Planned Giving Cultivation, Engagement and Stewardship Efforts Manage a high-volume pool of unassigned Lead Annual Giving donors, ensuring consistent and scalable engagement

* Lead in partnership with the Sr. Director the relationship management efforts for the Foundation's Legacy Planning Advisory Council (LPAC) and society of planned gift donors
* Manage, arrange, and perform stewardship and membership growth initiatives, specifically for LPAC initiatives
* Perform research and special projects (as needed)
* Manage calendar invitations, agendas, and minutes
* Perform regular stewardship communication duties
* Partner with Donor Relations, Board and Volunteer Engagement, and Marketing on all stewardship activities
Manage and facilitate the day-to-day work of Planned Giving with other Foundation Departments

* Proactively collaborate with Senior Director on all planned giving matters
* Collaborate as needed with Gift Servies, Donor Relations, Prospect Management, Marketing, Prospect Managers, Hospital Partnerships, Finance and Leadership on planned, blended and outright gifts, including gifts of non-cash assets and other complex gifts
* Facilitate the process for new and added gift expectancy processes
* Provide guidance on revenue projections for realized and future expectancies of planned gifts
* Guide and back up all administrative work to ensure timely completion:
o Monitor data entry, estate administration, and be aware of all tracking for outright and legacy gifts
o Manage planned giving correspondence as needed to ensure timely and effective responses
o Share responsibility of awareness and managing accurate donor contacts, recognitions, and emails for communications
Record and document review and management

* Create, manage, maintain, audit, and retire estate gift files in accordance with Foundation requirements
* Manage and maintain all bequest expectancy lists and central donor files
* Create, manage, and update Standard Operating Procedures (SOPs) and guidelines to support Planned Giving workflows
* Ensure opportunities in CRM for all planned gifts are managed accurately by conducting regular record reviews per industry standards
Special Projects and Work

* As assigned by Senior Director, Planned Giving

Minimum Qualifications

• Degrees
  • Undergraduate BA/BS degree is required. Preferred in Business Administration, Legal Studies, or Nonprofit Management.
    
• Experience

At least five years of direct experience working as a paralegal or as a legal assistant with fundamental legal acumen and understanding of estate planning. The Estate Manager must also have or demonstrate the following knowledge, skills, and abilities:
* Experience in estate administration, trust administration, planned giving, charitable gift planning, legal support, or nonprofit fundraising operations.
* Knowledge of estate, trust, probate, and planned giving processes, including bequests, beneficiary designations, gift expectancies, and distributions.
* Experience reviewing and managing legal documents, such as wills, trusts, probate filings, fiduciary correspondence, and gift agreements.
* Strong project management and organizational skills with the ability to track multiple estates, deadlines, court dates, distributions, and donor communications simultaneously.
* Experience working with attorneys, executors, trustees, financial advisors, and donors while maintaining professionalism and confidentiality.
* Proficiency with CRM and donor database systems, including maintaining accurate records, tracking planned gifts, managing opportunities, and conducting data audits.
* The confidence to provide excellent written and verbal communication skills, including preparing professional correspondence and grateful communication related to estate administration, distributions, and donor stewardship.
* Strong organizational skills, attention to detail and analytical skills with the ability to identify missing information, document inconsistencies, and compliance issues before escalation.
* Experience collaborating across departments such as Finance, Donor Relations, Marketing, Prospect Management, Hospital Partnerships and Leadership to support planned giving and complex gift initiatives.

• Preferred Qualifications

  • Experience with non-cash asset gifts, charitable trusts, donor-advised funds, or complex gift vehicles.

  • Experience within a nonprofit foundation, healthcare philanthropy, or higher education fundraising environment.

  • Knowledge of fundraising best practices and donor stewardship programs.
  • Notary

Salary Information
Pay is dependent on applicant's relevant experience.

Annual Salary Range (Based on 40 hours worked per week): $82,500.00 to $102,500.00

Starting pay is determined based on qualifications, relevant experience, skills, and internal equity. While the full range reflects long-term earning potential, most new hires are expected to be placed near the midpoint of our posted job range.

Benefits Information
Here, you matter. As a Children's Hospital Colorado team member, you will receive a competitive pay and benefits package designed to take care of your needs that includes base pay, incentives, paid time off, medical/dental/vision insurance, company provided life and disability insurance, paid parental leave, 403b employer match (retirement savings), a robust wellness program, and access to professional development tools, including an education benefit to help you advance your career.

As part of our Total Rewards package, Children's Colorado offers an annual employee bonus program that rewards eligible team members based on organizational performance. If organizational goals are met for the year, the bonus is paid out the following April.

Children's Colorado delivers annual base pay increases to eligible team members based on their performance over the previous year.

EEO Statement
It is our intention that all qualified applicants be given equal opportunity and that selection decisions be based on job-related factors. We do not discriminate on the basis of race, color, religion, national origin, sex, age, disability, or any other status protected by law or regulation. Be aware that none of the questions are intended to imply illegal preferences or discrimination based on non-job-related information. The position is expected to stay open until the posted close date. Please submit your application as soon as possible as the posting is subject to close at any time once a sufficient pool of qualified applicants is obtained.

Colorado Residents: In any materials you submit, you may redact or remove age-identifying information such as age, date of birth, or dates of attendance at or graduation from an educational institution. You will not be penalized for redacting or removing this information.

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