Planned Giving and Grants Coordinator

Job Summary:

The Planned Giving and Grants Coordinator divides time between supporting the Associate Vice President for Planned Giving and leading Johnson University’s institutional grant efforts, helping alumni, donors, and funding partners experience the joy of investing their lives and resources in extending the kingdom of God.

In planned giving, the Coordinator provides the administrative backbone for estate gifts and the Johnson Legacy Society, caring for donors who have made the University part of their lasting legacy. In grants, the Coordinator identifies funding opportunities, prepares proposals, and manages reporting and compliance for awarded grants under the direction of the Vice President for Advancement. A smaller share of time supports the broader work of the Advancement office.

The Director of Advancement Operations provides day-to-day supervision and conducts performance evaluations, with input from the AVP for Planned Giving and the VP for Advancement, who direct the planned giving and grant work, respectively.

Primary Duties and Responsibilities:

Planned Giving Support  (approximately 45% of time)

Estate and Gift Administration

  • Maintain files on estates, bequests, and other planned gifts.
  • Process estate and planned gift paperwork in conjunction with the AVP for Planned Giving, including gift agreement documentation.
  • Track documented gift expectancies and realized bequests, and keep records current in Salesforce.
  • Enter information received from Financial Planning Ministry (FPM) into individual donor records in Salesforce.
  • Support the Director of Advancement Operations with monthly bond and annuity processing as needed.
  • Prepare background information and materials for AVP donor visits and follow-up correspondence.
  • Prepare planned giving analyses and proposals, especially for charitable gift annuities and charitable remainder trusts, using Crescendo planned giving software, for review by the AVP for Planned Giving.

Johnson Legacy Society

  • Send invitations to join the Johnson Legacy Society to those who have included Johnson in their estate plans or established annuities.
  • Compile lists of deceased annuitants and estate donors for Johnson Magazine.

Planned Giving Marketing

  • Coordinate with the Communications team on the design and printing of planned giving marketing pieces, in conjunction with the AVP for Planned Giving, including:
    • Fall alumni and honorary alumni reunion-year promotions
    • Planned giving newsletter, developed in the fall and mailed in January
  • Generate mailing lists and oversee mailing preparation, directing work-study students as needed.

Grants  (approximately 45% of time)

Grant work is directed and prioritized by the Vice President for Advancement.

Research and Planning

  • Research foundation, corporate, state, and federal funding opportunities aligned with institutional priorities.
  • Maintain a grants calendar of deadlines, reports, and renewal dates, and keep the grants portal current.

Proposal Development

  • Write and prepare letters of inquiry, proposal narratives, and supporting materials.
  • Develop project budgets in cooperation with the Business Office.
  • Coordinate internal review and approval before submission.
  • Assist deans, faculty, and staff with grant proposals they lead.

Post-Award Management

  • Ensure timely and accurate reporting to funders, including federal reporting requirements where applicable.
  • Coordinate with the Business Office on restricted-fund tracking and grant compliance.
  • Send acknowledgment and stewardship communications to funders and maintain relationships with program officers.

Records and Reporting

  • Maintain accurate records of all grant proposals, awards, and outcomes.
  • Provide current grant statistics to the VP for Advancement for trustee and annual reports.

Shared Advancement Support  (approximately 10% of time)

  • Organize, maintain, and print student scholarship thank-you letters to donors, following the Advancement procedures manual.
  • Provide backup assistance with gift processing, including opening mail, preparing deposits, and printing and mailing receipts and acknowledgment letters with careful attention to donor care.
  • Open mail on a rotating basis with others in the office and the assistant to the President.
  • Provide backup front desk coverage as needed: answering phones professionally and welcoming visitors to the Advancement office.
  • Assist with Advancement events and initiatives as needed.
  • Promote Renew in the Smokies through social media, including creating and scheduling posts.

Other duties as assigned by the Director of Advancement Operations, the AVP for Planned Giving, and/or the VP for Advancement.

Qualifications:

  • Bachelor’s degree preferred; associate’s degree or equivalent combination of education and experience considered.
  • Demonstrated writing ability; a writing sample is required with the application.
  • One to two years of administrative, office, church, or nonprofit experience preferred.
  • Grant writing or fundraising experience is a plus but not required; training will be provided.
  • A personal commitment to Jesus Christ and support for the mission of Johnson University.
  • A spirit of service and cooperation with others.

Knowledge and Skills Requirements:

  • Strong writing and editing skills, with the ability to write clearly and persuasively for different audiences.
  • Ability to organize information, follow detailed procedures, and manage multiple deadlines at once.
  • Proficiency with Microsoft Outlook, Word, and Excel, including basic budgeting in Excel.
  • Experience with, or willingness to learn, Salesforce.
  • Experience with, or willingness to learn, Crescendo planned giving software.
  • Ability to create and schedule engaging social media content.
  • Ability to use grant research resources such as Candid (Foundation Directory), Grants.gov, and SAM.gov, or willingness to learn.
  • Ability to use AI tools (such as Claude) responsibly for research, drafting, and editing, while protecting confidential donor and institutional information.
  • Discretion in handling confidential estate, financial, and donor information.
  • Welcoming and hospitable attitude toward visitors, alumni, donors, and friends of the University.
    • Able to communicate effectively in formal and informal settings, in writing, in person, and by phone.
    • Works well with others as a cooperative team member.

Working Conditions:

  • Primarily sedentary work at a desk in a climate-controlled office.
  • Prolonged computer work with keyboard and mouse usage.
  • Flexible or overtime hours during events, with occasional light lifting (up to 25 lbs).
  • Open office environment with frequent interruptions.

Application Process:

The School of Arts and Humanities

Initial Application:  The following materials should be emailed to Wilbur Reid III at [email protected].

  • Cover Letter
  • Curriculum Vitae (including names of references)

Equal Employment Opportunity Employer

Except as provided below, qualified applicants are considered for all positions, and employees are treated without regard to race, gender, national origin, age, marital or veteran status, or disability–if such disability may be accommodated without undue hardship. The University, under various sections of Title VII of the Civil Rights Act of 1964 (as amended) and Title IX of the Education Amendments of 1972 (as amended), reserves the right to discriminate on the basis of religion, marital status or gender (with regard to certain positions) where approved job description for a position indicates that the determination relates to a bona fide occupational qualification reasonably necessary to the normal operation of that particular position, or where the job description can demonstrate that the University is unable to reasonably accommodate an employee’s religious observance or practice without undue hardship in the conduct of that position’s responsibilities and activities.