Stillwater, OK • Full-Time • Bachelor's Degree Required
DEPARTMENT PURPOSE: The Donated Assets and Risk Management department develops, implements, and oversees processes and procedures to ensure proper receipt and management of donated assets including stock, life-income, estate, life insurance, real estate, mineral interest, legacy fund, and undesignated gifts; and maintains proper insurance coverage for the Foundation.
PRIMARY PURPOSE: This position supports and maintains Donated Assets and Risk Management operations by providing effective and efficient services through clerical and administrative duties, which are imperative to ensure proper management of donated assets and undesignated gifts as well as proper insurance coverage for the Foundation.
KEY AREAS OF FOCUS:
Receipt and Manage Donated Assets:
Serve as one of the Foundation’s contacts to facilitate gifts of donated securities including stock, bonds, and mutual fund shares. Prepare information to receipt security donations according to IRS guidelines. Prepare information to liquidate donated securities and track activity.
Responsible for processing for approval trust/annuity/legacy fund expenses and check requests.
Responsible for processing updates for planned gift assets held by Kaspick.
Responsible for processing annual endowment distributions to external parties for endowment funds.
Responsible for the maintenance of donated real estate (utilities, upkeep, etc.). Assist in the disposal process.
Assist with receipting of gifts to and disbursements from the Charitable Legacy Fund (CLF).
Responsible for tracking gifts of donated life insurance, preparation of life insurance gift reminder letters, ensure receipt of premium gifts from donor, and process premium payments.
Responsible for tracking the cash surrender value for each donated life insurance policy and notifying the department lead of any issues.
Responsible for updating assets upon receipt & disposal, processing payments & refunds, processing claims, and maintaining accurate records for the Foundation insurance.
Responsible for ensuring Foundation compliance with its Gift Acceptance Policy for donated assets held and managed by the Foundation.
Carry to completion assigned tasks for the Donated Assets and Risk Management Department. These duties include but are not limited to word processing, preparation of meeting materials, general correspondence and assisting with typing and mailing of documents. Coordinate meetings as needed.
Communicate on a regular basis with donors, beneficiaries, Foundation staff, University personnel and entities who service many of our donated assets.
Ensure security of social security information of donor/beneficiary information in Donated Assets and Risk Management.
Responsible for the completion of audit schedules for the department.
Responsible for the creation of new files, filing documents, and maintenance of the filing system.
Responsible for the scanning of documents into the document management system in accordance with the document retention and purge policy. Serve as back up for maintenance and quality control of the information captured.
Serve on the document management committee.
Assist with Donated Assets and Risk Management student employee workflow and schedule.
Assist in review and update of departmental procedures.
Assist with the annual renewal of the Foundation insurance.
Assist with special projects as assigned.
Other duties as assigned.