Assistant Manager Trusts And Bequests

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Assistant Manager, Trusts and Bequests

Duties: Reports to the Manager of Trusts and Bequests. Under minimal supervision, the incumbent acts as coordinator for all activities relating to the administration and investment of the Institute’s trust and bequest program. Spend approximately half of their time on trust and gift administration and the other half on estate administration and project management and support. Assist Manager of Trusts and Bequests with the daily operations of the trust and bequest program that consists of more than 150 trusts, 100 gift annuities, and approximately 250 beneficiary relationships. Apply thorough knowledge of trust and estate administration in the coordination of information among all internal constituencies and be responsible for collecting, analyzing and reporting information as requested by all internal and external customers. Provide daily oversight of estate distributions including review of final accounting and coordination/follow up with trustees and executors to facilitate all aspects of estate distributions to the Institute. Work in collaboration with the Manager of Trusts and Bequests on estates that require coordination with the Office of General Counsel or the Provost’s Office. Track pending estates, follow up status of distributions and coordinate with the Finance and Investment offices to facilitate incoming distributions. Process quarterly Bank of America invoices and assist in the preparation and oversight of the annual trust and bequest program budget. Oversee donor and staff online access to the Kaspick website and coordinate with Kaspick to troubleshoot access issues. Work in coordination with the Finance Office to ensure proper and timely filings with the Department of Insurance with respect to the Caltech Charitable Gift Annuity Pool. Prepare semi-annual reporting to the Caltech Finance Department for audit purposes. In coordination with the Manager of Trusts and Bequests, assist in facilitating effective acceptance, handling and reporting of all planned gifts and gifts of complex assets. In coordination with Manager of Trusts and Bequests, monitor investment allocations of all trust portfolios; determine asset allocation in conjunction with donors and Kaspick & Company; evaluate investment performance, assess and present recommendations for changes. Work collaboratively with the Deputy Director of Gift Planning and the Manager of Trusts and Bequests to maintain stewardship of trustors and testators in an effort to make annual contact with the constituents. This may include, but is not limited to, stewardship calls, personal visits, letters and tracking individual contacts to help ensure that various constituents are contacted on a regular basis. Handle gift processing, recording and internal tracking for outright, in-kind and planned gifts (gift memos). Research and develop materials, charts, reports as requested. Independently handle a variety of issues and tasks related to estate and trust administration. Serve as a contact point to manage and disseminate information relating to the trust and bequest program. Oversee tax form preparation, investment reports, database integrity. Handle cash, real estate and stock gifts and gift recording. Prepare gift memos, gift packets, maintain gift processing worksheet and ensure that all gifts are properly recorded; review MILL reports regularly to ensure proper recording of gifts, track Kaspick reports and ensure they are properly saved, review annual statements for recorded outside managed trusts and US Trust accounts, review SAS70 prior to audit. Under general direction implement programs to ensure Caltech meets its fiduciary responsibility. Ensure all activities conform to Institute policies and procedures. Apply advanced knowledge of institute operations and processes. Work with Manager of Trusts and Bequests to ensure integrity of data management within the Office of Gift Planning, including gift records in Millennium and internal e-filing system. Coordinate day-to-day operations with vendors as needed, including administration of charitable and non-charitable trusts, account set-up, termination, payment processing, etc. Interact knowledgably with donors and their advisors, typically with highly sensitive information. Provide support to, and act on behalf of the Manager of Trusts and Bequests as designated and needed. Serve in place and stead of the Manager of Trusts and Bequests when he or she is absent. May indirectly supervise, review, and instruct support staff.

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