Best Friends Animal Society
  • 118- Planned Giving
  • USA
  • Salary
  • Full Time

Join Best Friends and turn your career into a labor of love. The benefits package is one of the best! Medical, Dental, Vision, Basic and Supplemental Life Insurance, Short and Long Term Disability, Child Care reimbursement, Pet Sitting reimbursement, Flexible Spending Account, Health Savings Account, PTO, Paid Holidays, Employee Assistance Program, 401k and Staff Discounts.


Location:  Remote or Best Friends (Kanab, UT) 

Position Summary: The Deputy Estate Administrator helps oversee all bequests in which Best Friends is named as a beneficiary, ensuring that distributions are processed and allocated efficiently and in accordance with donor wishes and Best Friends policies and procedures. The Deputy Estate Administrator maintain an extensive caseload of wills, trusts and other deferred planned giving instruments and s/he communicates regularly with fiduciaries, trustees, family members and attorneys concerning estate settlement status to encourage accurate and prompt distribution of planned gifts.   

The Deputy Estate Administrator works closely with the Accounting Department, acting as liaison and providing the information needed to record and review revenue as it pertains to Planned Giving.  The Deputy Administrator is the expert on how planned gifts are entered into our database system and is responsible for ensuring all data is properly entered; reconciled at the end of the month; and plan steps are recorded properly.    The Deputy Administrator may provide back-up to help the department process planned giving inquiries both in writing and by telephone. 

At the end of each fiscal year, the Deputy Estate Administrator is responsible for ensuring that all bequests that should be allocated to that fiscal year are properly captured and recorded to ensure yearly totals for Planned Giving are accurate. 

Essential Duties / Responsibilities: 

  • Receive and respond to estate notifications by phone, email or mail in a proactive and timely manner. 
  • Works with Estate Administrator to assign estate gifts to appropriate team members. 
  • Oversee the processing of beneficiary designated gifts by collecting required paperwork and securing needed signatures and seals.  
  • Assist in the sales of devised real estate. 
  • Maintain accurate bequest and financial information in the database and prepare reports and analytics as requested.  
  • Advocate for estate administration-related HERO requirements with regard to business needs, reporting requirements, enhancements, bug fixes, testing, etc.   
  • Act as liaison between the Planned Giving Department and Accounting Department  
  • Maintain ongoing audit of estate and trust files and identify and resolve issues and escalate cases to Estate Administrator, Director of Planned Giving, Controller, or outside counsel when necessary. 
  • Assist the Estate Administrator in the coordination and review of litigation matters. 
  • Provide supervision, as needed, of other estate team members in the absence of the Estate Administrator. 
  • Serve as a resource to staff, divisional personnel and Best Friends Leadership concerning planned giving matters (with a particular focus on estate administration).   
  • Assist in various planned giving administrative matters. 
  • Other duties as assigned to advance the Planned Giving Department's goals.  

Skills / Experience: 

  • Bachelor's degree, preferably in accounting, finance, or liberal arts. 
  • Paralegal certificate from an accredited paralegal school or equivalent, preferably in estate administration.  
  • Minimum 5 years related work experience or an equivalent combination. 
  • Accounting or financial experience required. 
  • Experience, coursework, or other training in estate and trust administration, estate planning, estate litigation and planned giving 
  • Proficient (intermediate to advanced skills) with a variety of computer software applications including Microsoft Word, PowerPoint, Excel and Outlook.  
  • Comfortable learning new software programs and using online information systems.  Familiarity with databases preferred. 
  • Good interpersonal skills and ability to appropriately manage sensitive and confidential information.  
  • Outstanding organizational skills and attention to detail.  
  • Ability to communicate effectively both verbally and in writing. 
  • Must be independent, responsible, dependable and self-motivated with the ability to participate effectively in a team environment and work well with others. 

Physical Requirements: 

  • Must be able to sit for long periods of time. 
  • Work at a computer for extended periods of time with repetitive typing, arm and hand motion. 

Thank you for your interest in pursuing a career at Best Friends Animal Society.  Best Friends Animal Society is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to their race, color, religion, ancestry, national origin, sex, sexual orientation, age, disability, marital status, domestic partner status, or medical condition. 

Best Friends Animal Society
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