Gift Planning Coordinator

New York, NY
Development – Gift Planning
Full Time
Planned Parenthood Federation of America (PPFA) is the nation’s leading women’s health care provider, educator, and advocate, serving women, men, teens and families. For over 100 years, PPFA has done more than any other organization in the United States to improve women’s health and safety, prevent unintended pregnancies, and advance the right and ability of individuals and families to make informed and responsible health care decisions.

Planned Parenthood Federation of America (PPFA) seeks a dynamic Gift Planning Coordinator. Reporting to the senior Regional Director of Gift Planning and working with the entire regional director team, the Gift Planning Coordinator supports the efficient functioning of the regional directors by preparing correspondence, assisting with trips, updating donor files, and a variety of additional office procedures.


    • Prepares presidential thank you letters for the regional directors team including letters for bequest intent and life income gift donors, and condolence letters for the regional directors to surviving spouses and the next of kin of bequest intent and life income gift donors.
    • Following signature, copies letters for donor files and updates trackers and the donor database.
    • Builds expertise on individual donor records in Team Approach and CRM databases.
    • Updates basic donor information, adds comments and interactions, and updates steps on plans assigned to the regional directors.
    • Pulls donor files from targeted geographic areas for the regional director team.
    • Ensure all trips are added to the visit log and donor records are updated with trip dates.
    • Prompts regional directors to complete written individual visit reports, ensures that copies of visit request letters, email exchanges, reports, and donor photographs are filed in paper and/or electronic formats following office protocols.
    • Conducts systematic review to update the donor files of the entire portfolio as assigned.
    • Conducts basic research on donors in the portfolios of the gift officers to confirm addresses, phone numbers, dates of birth, emails, and other information.
    • Updates profile sheets and donor files.
    • Prepares permission letters for PPFA’s Legacy Society to donors who have not been invited.
    • Populates accurate Legacy Society acceptance dates and preferred name listings for donors who have responded.
    • Records declinations for those who have not responded to multiple invitations.
    • Responsible for several sections of the department’s electronic folders (Proposals, Visits, and a portion of the Thank You folder)—ensures that standard naming conventions are applied to documents, certain materials are archived, and tracking documents are maintained.
    • Assists in getting donor letters, proposals, and packages copied and/or scanned and to the mail room each afternoon.
    • Sends materials via Fed Ex or Express Mail as needed. Updates trackers and donor records.
    • Uses a variety of office printers, copiers, scanners, fax, and auto-pen machines.
    • Contacts Facilities and the IT Helpdesk as needed when servicing is required to ensure that high-quality materials are produced for donors and prospective donors.
    • Through webinars, seminars, and newsletters, builds knowledge about gift planning, bequests, estate planning, charitable gift annuities, and other aspects of charitable giving.
    • Attends weekly staff meetings, regional director meetings, and other meetings and events as requested.
    • Other duties as assigned.


    • B.A./B.S. degree required.
    • 1-3 years of related work experience.
    • Writing, editing, and proof-reading skills following formal style book standards.
    • Ability to use a variety of Microsoft tools, including Word and Excel, and Google tools.
    • Ability to master mail merging.
    • Ability to learn a variety of donor databases and on-line research tools.
    • Work hours are 9:00 a.m. – 5:00 p.m.
    • Overtime work during peak periods, especially at calendar year-end, may be requested. 


    • Ability to work collaboratively and flexibly with a dynamic, fast-moving team under pressure of tight deadlines.
    • Strong organizational, analytical and problem-solving skills, with the ability to coordinate projects and keep them on track.
    • Ability to multi-task in a fast paced deadline oriented environment.
    • Tolerance of and sensitivity to diversity; and ability to complete multiple tasks with poise, accuracy and confidence. 


    • 0-25%

Planned Parenthood Federation of America is an equal employment opportunity employer and is committed to maintaining a non-discriminatory work environment, and does not discriminate against any employee or applicant for employment on the basis of race, color, religion, sex, national origin, age, disability, veteran status, marital status, sexual orientation, gender identity, or any other characteristic protected by applicable law.  Planned Parenthood is committed to creating a dynamic work environment that values diversity and inclusion, respect and integrity, customer focus, and innovation.
Planned Parenthood Federation of America participates in the E-Verify program.