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Planned Giving Coordinator

We hope you are inspired by what we do and are excited to contribute to our mission. The Academy is looking for candidates who do great work, and we know they may come from a number of different backgrounds and experiences. We encourage you to apply even if you do not believe you meet every ­one of the qualifications for the position.

Please note: Beginning Friday, August 27, Academy employees and volunteers will be required to provide proof of COVID-19 vaccination or undergo testing and provide negative test results before they are able to work on-site or off-site with others.

The Planned Giving Coordinator is an exciting opportunity for a motivated individual to join a dynamic development department at a respected San Francisco cultural institution. The California Academy of Sciences is a world-class museum, scientific research institute, and an academic institution with an array of mission-driven initiatives with global impacts.

The Planned Giving Coordinator is responsible for administrative duties related to the planned giving program. Previous experience in fundraising is not required. Career changers and transferable skills are welcome. 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. 

We are committed to ensuring diversity, equity, accessibility, and inclusion are intrinsic to Academy culture and operations, from recruitment and retention to science and advocacy. Explore Our Commitment to Racial Equity to learn about our intentional engagement of traditionally excluded groups in an effort to spark interest in or foster pathways to scientific careers.


  • Support Associate Director of Gift Planning in coordinating all aspects of the planned giving program, donor relations, engagement and outreach with Academy donors
  • Database management – maintenance of donor & prospect data, proposals, actions, documentation, list management for communications, appeals & invitations, provide analytics and general reporting for planned giving program
  • Maintain all tracking reports, including planned giving expectancy and prospects report, planned gift summary, and related Tessitura reports
  • 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 engagement, outreach calendar and email box
  • 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
  • Administration of the Academy’s life income gift programs including charitable trust accounts & pooled income funds with internal partners and outside vendors
  • Communicate & follow-up with portfolio managers and income beneficiaries as needed on distributions, tax documentation, reports & related issues
  • Oversee projects related to the management & tracking of pending & matured estates
  • Maintain estates documentation (electronic and paper files), draft follow-up communications and gift acknowledgements to attorneys and trustees
  • Draft written communications to Eastwood donors (Academy updates, welcome and thank you letters, holiday cards, year-end appeals) 
  • Implement electronic 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 (electronic and printed), newsletter content/production, & website content updates
  • Prepare follow-up communication & fulfillment for request for information & collateral related to legacy giving
  • Coordinate administrative tasks including email tickets, data requests, purchase orders, processing invoices, credit card reconciliation, scheduling meetings, scanning and filing documents, and other tasks as assigned
  • Follows all Academy safety regulations
  • Other duties as assigned

The requirements listed below are representative of the knowledge, skill and /or ability required or preferred. 

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

  • Prefer two years of experience in a transferable field in administrative, customer service, sales, business, or nonprofit fundraising support in an office environment 
  • Proficient with Google Workspace (Docs, Sheets, Drive, Forms) or similar software and a willingness to learn Academy database (Tessitura) and processing systems 
  • Knowledge and interest in the Academy and enthusiasm for the mission and philanthropy is required


  • Strong oral, written, and interpersonal communication skills required with a keen ability to work effectively in communicating with sophisticated individuals, volunteers, and other departments
  • Highly attentive to detail, strong analytical and communication skills, proactive and solution-oriented approach to challenges, and ability to compose error-free correspondence required
  • Friendly, outgoing, able to think on your feet and be proactive in problem-solving
  • Strong commitment to customer service excellence
  • Excellent sense of diplomacy and tact; able to maintain confidentiality
  • Strong work ethic, good judgment, excellent organizational and time management skills, flexibility, sense of humor, and able to manage multiple tasks and projects
  • Computer proficiency and the ability to learn new software quickly is needed

   o Microsoft Office and Google Workspace, including mail merges

   o Demonstrated database experience in Tessitura is a plus

  • Comfortable in a self-driven, flexible, creative, fast-paced environment
  • Positive, collaborative team player who sees tasks through to completion
  • Collaborates well with colleagues towards mutual and team goals
  • Ability to work efficiently and communicate with staff, cross-functional teams and external customers from different backgrounds, identities and experiences
  • Ability to implement solutions that improve efficiencies in manually or detailed processes

Reasonable accommodations will be made to enable individuals with disabilities who meet the job’s essential functions. While performing the duties of this job, the employee is frequently required to stand, sit, use a computer, and communicate on the phone, in person, and online meetings/ calls. Must be able to transport 25 lbs. Must be able to perform repetitive motions 75% of the time.

While this position would generally be expected to work in the Academy offices, under current operations the position is expected to be primarily remote for the time being with occasional needs for on-site support until regular office schedule resumes.

APPLICATION DEADLINE: Applications will be reviewed on a rolling basis until the position is filled.

Please upload a cover letter that states why you are interested in this position, your resume and complete the brief online application.

The California Academy of Sciences will give full consideration for employment to 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.

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