[Hiring] Estate Administrator @American Diabetes Association

Role Description

The American Diabetes Association (ADA) is seeking an Estate Administrator to support the day-to-day management of assigned estate administration files which include wills and trusts, claim forms, mineral interests, split-interest agreements/perpetual trusts and other assets. As a member of the Estate Administration team, the Estate Administrator will maintain a caseload of estate files, working independently to review estate documents, prepare receivables and to process distributions from the estates. This is a temporary, part-time position working up to 19 hours/week; this role is not eligible for benefits.

• Work collaboratively with members of the department and members of other departments (ie field, finance call center, etc), in all aspects of the estate administration process.
• Utilize skills to review documents such as accountings, inventories, wills, trusts, claim forms, Petitions, Receipts, Releases, real estate contracts, settlements agreements, etc.
• Regularly initiate outreach to law firms and fiduciaries to obtain required estate documents, review estate documents, prepare receivables, and complete data management.
• When necessary, follow up for details on distributions, fiduciary appointments and status of estates, administration processes and complete condolence, thank you and closing letters.
• Responsible for managing the estate files independently including opening/closing files, ensuring relevant documents are made part of digital estate records, entering interactions on the donor records and assisting in processing daily estate mail.
• Maintain a digital file for each estate/trust matter, as well as assist with the ongoing transition from relying on hard files to a digital system.
• When assigned, complete claim forms (life insurance, brokerage accounts, annuities, etc) once the organization has been notified it is named as a designated beneficiary.
• Review estate documents independently for details necessary to determine the organization’s interest as a residuary beneficiary, specific bequest and/or a future interest/split interest opportunity.
• Work with external parties to obtain beneficiary details, asset values and estate provisions which will be used to calculate a receivable or recognize as investment income.
• Independently review financial records such as bank statements, annual reports, accountings and inventories. Depending on asset types there could be additional follow up and facilitating the liquidation of assets to meet the requirements of the gift acceptance policy.
• Collaborate with CFO and staff to execute all releases, receipt and other estate related forms.
• Prioritize estate work to maximize revenue while meeting audit requirements.
• Must work simultaneously on multiple matters, detailed oriented, organized.

Qualifications

• Bachelor’s degree required, paralegal certificate a plus.
• Minimum of three years of experience in estate and trust administration, non-profit work experience a plus.

• Probate and trust administration
• General estate planning
• Estate and trust litigation
• Basic accounting principles and concepts
• Real estate administration
• Asset valuation and liquidation
• Asset and security transfers

• Strong organizational skills
• Effective written and oral communication abilities
• Proficiency with MS Access, MS Excel, MS Word, and MS Outlook
• Attention to detail and capacity to manage multiple tasks in a fast-paced environment
• Ability to be flexible - working independently and with colleagues

Benefits

• Industry competitive base pay ranging from $35.00 - $38.50 per hour for this role. Base offers are determined by several factors including but not limited to your relevant work experience, education, certifications, location, internal pay equity, etc.
• A culture of recognition including new hire welcome announcements, service anniversary awards, referral bonuses, monthly All Employee Assembly, appreciation awards
• Generous Paid Time Off, including holidays, vacation days, personal days and sick days
• Comprehensive benefits package including medical, dental, vision, Flexible Spending Accounts (FSA), disability & life insurance, pet insurance and retirement savings
• Guided by our mission, we provide top tier diabetes supply coverage through our medical benefits program
• A company focus on offering mental health programs and work/life balance with most of our employees working remote
• Joining our dedicated team affords the gratification of knowing beyond a doubt that you will impact the lives and well-being of millions