Sutter Health Planned Giving Philanthropy Project Coordinator - Burlingame (Full Time) in Burlingame, California


Under the primary supervision of the Executive Director of Gift Planning (EDGP), the Philanthropy Coordinator is responsible for all aspects of administrative and philanthropy project support for Gift Planning in the Bay Area. Strong project management skills and an excellent ability to report to and work with a variety of individuals, communicate, both orally and in writing, are required. He/she must be highly accountable, exercise good decision-making skills, be detailed-oriented, with an exceptional command of grammar, spelling and composition, as well as an outstanding team player, with the ability to shift priorities, coordinate multiple projects and meet multiple deadlines. An ability to anticipate, take initiative and follow through on assignments is essential.

Administrative Support

Supports Bay Area gift planning initiatives, providing administrative support for the EDGP and Gift Planning team. Assist in responding to donor inquiries for estate gift inquiries and other interests in planned gifts: bequests, charitable trusts, gift annuities, and gift-in-kind queries

Coordinates calendar updates with accurate scheduling of meetings. This will include a number of group meetings as well as regular one-on-one meetings

Performs other duties as requested by the planned giving director. Assists with various types of correspondence including letters, emails, strategy documents, schedules, and other documents as requested. Coordinates and distributes all correspondence and keeps standard documentation updated, organized and on file

Database Recording

Tracks pipeline for all planned gifts, including perpetual trusts. Produces and supports accurate tracking system for documented estate gifts

Salesforce database management: Accurately enters relevant data in appropriate fields in donor database. Creates queries and reports as requested by direct reports. Provides timely, accurate data input, reports and analysis for gift planning team.

Communication and Relationship Building

Serves as a liaison to our internal gift processing and operations colleagues (and external life income gift administrator), tracking payment schedules for all life income gifts: charitable trusts, gift annuities, etc.

Assist with maintaining communication with external marketing vendor for gift planning. This also includes tracking marketing schedule for all gift planning print and electronic pieces, collaborating with our marketing & annual fund team

Assists the gift planning team when collaborating with Major Gift Officers (MGOs) across the bay area

Interfaces with Bay Area major and principal level donors, physicians, management, volunteers, and other staff members to facilitate requests and provide information

Meeting Preparation

Supports volunteer leadership, physicians and staff by providing support for meeting planning and scheduling, meeting notes, coordinating and packaging materials and handouts, and supporting follow up action items resulting from such activities. Provides accurate, courteous and timely information in response to all requests

Prepares presentation materials for meetings and conferences as requested

Prepare presentation materials from time to time for internal training

Events and Stewardship

Event planning: Assist with Legacy Society stewardship events across the bay area. Coordinates timely scheduling and work with our event planning team to ensure accurate execution of strategic special events. Works with vendors in a timely and courteous manner, and with event budget in mind

Coordinates activities of estate and gift administration for the Gift Planning team. Demonstrates initiative, resourcefulness and problem-solving skills to ensure timely filing and submission of legal documents and other planned giving-related filing deadlines, while interfacing with executors, trustees, survivor trustees, and other professional advisors

Assists with a full range of donor stewardship services, including donor/prospect and physician scheduling



  • Bachelors or equivalent education/experience

  • Accredited certification in paralegal studies, or similar professional training (Preferred)

  • Minimum three years of administrative support and project support

  • The ideal candidate must have a minimum of three years of experience working in a philanthropic highly complex environment, and be able to work with several individuals in virtual locations. Exhibit ability to maintain donor database, donor files and confidential documents on shared drives, and learn various terms related to planned giving. It’s critical he/she is able to work independently while engender trust with a wide range of individuals in this high-touch stewardship role

  • Excellent verbal and written communication skills, and meticulous organizational skills are a must

  • Related experience providing administrative legal support, OR estate gift administration for a complex non-profit institution

  • Ability to organize gift planning and narrative spreadsheets and/or reports, while maintaining filing system associated with planned giving

  • Demonstrated ability to work with internal and external legal counsel, estate and financial planning professionals, while following up with donors and advisors in a timely manner

  • Demonstrated ability to compose letters to internal and external audiences, primarily for marketing and/or stewardship purposes

  • Must have working knowledge of Windows operating system or comparable system, experience with spreadsheets (Excel), MS Outlook, and a donor database (i.e., Salesforce, Advance, Banner, etc.)

  • Ability to prioritize various tasks, while interacting with colleagues and grateful patients in a professional manner

Primary Location: California, Peninsula/South Bay and Santa Cruz, Burlingame

Organization: Palo Alto Medical Foundation

Employee Status: Regular

Benefits: Yes

Position Status: Exempt

Union: No

Job Shift: Day

Shift Hours: 8 Hour Shift

Days of the Week Scheduled: Monday-Friday

Weekend Requirements: None

Schedule: Full Time

Hrs Per 2wk Pay Period: 80

All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, marital status, sexual orientation, registered domestic partner status, sex, gender, gender identity or expression, ancestry, national origin (including possession of a driver's license issued to individuals who did not present proof of authorized presence in the U.S.), age, medical condition, physical or mental disability, military or protected veteran status, political affiliation, pregnancy or perceived pregnancy, childbirth, breastfeeding or related medical condition, genetic information or any other characteristic made unlawful by local, state, or federal law, ordinance or regulation. External hires must pass a background check/drug screening. Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with Federal, state, and local laws, including but not limited to the San Francisco Fair Chance Ordinance.