Planned Giving Project Coordinator

California Academy Of Sciences San Francisco , CA 94118

Posted 7 days ago


The Planned Giving Project Coordinator is responsible for administrative duties related to the planned giving program. This Development Division position requires initiative, the ability to work in a fast-paced environment, management of simultaneous tasks, a high respect for confidentiality, and the ability to work and effectively communicate with prospects and donors.

The California Academy of Sciences welcomes people of all backgrounds, identities, and beliefs to join us in achieving our mission to explore, explain, and sustain life on Earth. We place diversity, equity, and inclusion at the heart of our recruiting efforts and strive to build a culture centered on mutual respect, equal treatment, and the opportunity to succeed.


  • Support Director of Gift Planning in coordinating all aspects of the planned giving program, donor relations & stewardship of the Eastwood Associates legacy society

  • Database management - maintenance of donor & prospect data, proposals, actions, documentation, list management for communications, appeals & invitations, provide analytics and general reporting for PG program

  • Maintain all tracking reports, including planned giving expectancy report, quarterly planned gift summary, estates administration reporting

  • Coordinate the benefits and recognition of the Eastwood Associates, the Academy's planned giving honorary council recognition

  • Liaison with Academy finance staff; provide information, reporting & documentation as needed related to life income gifts & matured estate distributions

  • Oversee implementation and logistics of planned giving stewardship & cultivation calendar

  • Coordinate details & logistics related to planned giving special events, including: Annual Eastwood Reception, behind the scenes tours, prospect & professional advisor events, science fairs, seminars in conjunction with non-profit partners.

  • Manage the administration of the Academy's life income gift programs including charitable trust accounts and pooled income fund accounts

  • Draft quarterly communications to income beneficiaries, communicate & follow-up with portfolio managers as needed on distributions, tax documentation, reports & related issues

  • Oversee projects related to the management & tracking of pending & matured estates

  • Maintain estates documentation, draft follow-up communications and gift acknowledgements to attorneys and trustees

  • Draft stewardship communications to Eastwood donors (Academy updates, welcome onboarding letters, holiday, year-end appeals)

  • Implement cultivation and stewardship correspondence related to planned giving and targeted to various Academy constituent groups

  • Coordinate & manage activities with marketing strategy partner, including large-scale appeals and solicitation mailings (15,000+), newsletter production, & web updates

  • Prepare follow-up communication & fulfillment for request for information & collateral related to legacy giving


To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and /or ability required for a Project Coordinator.


A qualified candidate will possess a combination of the following education and/or equivalent experience:

  • Bachelor's Degree or higher, or equivalent combination of education and experience

  • Minimum of 2 years' experience in fundraising, non-profit, or related field.


  • Upholds a self-driven, flexible, creative, fast-paced and passionate work ethic

  • Good oral and communication skills.

  • Positive, collaborative team player with a sense of personal responsibility.

  • Ability to perform tasks with minimal supervision.

  • Ability to work as part of a team or collaborate well with colleagues toward mutual goals.

  • Ability to work efficiently and communicate with staff, cross-functional teams and external customers from different backgrounds, identities and experiences.

  • Ability to bring new ideas, create inventive solutions and find efficiencies to transform manually or detailed processes.


Ability to write routine reports and correspondence. Ability to speak effectively before groups or individuals. Bilingual (spoken and/or written) in Spanish, Cantonese, Mandarin, or other non-English language preferred.


The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable persons with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to stand, sit, walk, reach with hands and arms, and talk or hear. Must be able to lift 25 lbs. Must be able to perform repetitive motions 75% of the time.


Please submit your cover letter and resume online at Note that the recruitment timeline for positions vary and depend on many factors, so it is impossible to accurately predict when a position will close. We appreciate your patience during this process. No phone calls please.

The California Academy of Sciences will consider for employment all qualified applicants with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance (SF Police Code, Article 49).

The California Academy of Sciences is an Equal Opportunity Employer and is committed to ensure that all employees and applicants receive equal consideration and treatment, regardless of race, color, creed, gender (including gender identity or gender expression), religion, marital or domestic partner status, age, national origin or ancestry, physical, mental or medical disability, sex, sexual orientation, citizenship, military service status, veteran status, or any other characteristic protected by state or federal law or local ordinance.

The California Academy of Sciences is a non-smoking facility. There is also no smoking in Golden Gate Park.

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Planned Giving Project Coordinator

California Academy Of Sciences