Estates & Trust Officer

COVID 19 On-Campus Requirements

Prior to May 1 2022 the University required all students faculty staff and visitors (including contractors) to declare their COVID-19 vaccination status and provide proof that they were fully vaccinated or had an approved accommodation to engage in in-person University activities. These requirements were suspended effective May 1 2022 but the University may reinstate them at any point.

About Queens University

Queens University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research faculty administration engineering & construction athletics & recreation power generation corporate shared services and many more.

We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as women racialized/visible minorities Indigenous/Aboriginal peoples persons with a disability persons who identify in the LGBTQ community and others who reflect the diversity of Canadian society.

Come work with us!

Applicant Guidance & Information

At Queens we are committed to helping people achieve their best. Whether you are beginning your career at Queens or seeking your next opportunity we are here to support you. Visit our Applicant Resources for guidance on applying showcasing your skills and experience and preparing for interviews.

Disclaimer: As part of the application process at Queens University our recruitment system uses Artificial Intelligence (AI) as defined under the Ontario Employment Standards Act to ask job-related questions and confirm eligibility for hire. All final hiring decisions are made using non-AI related processes.

Job Summary

Reporting to the Associate Director Gift Governance and Compliance the Estates and Trust Officer is responsible for administering and monitoring all estates trusts and planned or non-monetary gifts to ensure compliance maximize benefit and uphold donor intent. This role involves interpreting complex estate documentation overseeing allocation of funds and safeguarding institutional interests in alignment with Canada Revenue Agency guidelines Trust Law and university policies. Acting as an ambassador for the university the incumbent will provide guidance to key parties both internal and external to the University relating to the execution of planned gifts from donors estates. Based in Kingston the Estate and Trust Officer is also responsible for ensuring the accuracy security and integrity of data within the CRM as well as all electronic and physical records within the portfolio. Contributing to the achievement of the units strategic goals this role may undertake additional tasks or projects as needed.
This position oversees received planned gifts and is responsible for the ongoing monitoring of trusts. This position also provides guidance to key stakeholders related to the execution of planned gifts from the deceased donors representatives. This position ensures that all bequests planned or other monetary gifts are directed for appropriate use.

Job Description

What you will do
Monitors all estates trusts and other planned or non-monetary gifts to ensure that maximum benefit is received and the intentions of the giver are realized.
Performs research and analyzes the givers estate structure to ensure compliance with Canada Revenue Agency guidelines and other relevant regulatory bodies.
Engages with members of the university community and members of the estates to safeguard the University and ensures all proceeds from bequests planned or other monetary gifts are directed for appropriate use.
Confirms realistic valuation on financial statements.
Recommends cost-effective legal representation.
Maintains files for donors and tracks progress of files.
Works to ensure all interested parties of bequest trust or other planned gift proceeds are informed.
Prepares documents for approval and signature.
Identifies and refers stewardship opportunities between representatives of the estate donors and their beneficiary constituencies.
Oversees all data input and ensures the integrity of data and reporting.
Prepares written materials including reports letter correspondence and financial summaries.
Serves as an ambassador for the university both within the university community and outside.
Other duties as required in support of the department and/or unit.

Required Education
Four-Year Bachelor Degree or addition requires trade certification qualification or on-going learning to remain ahead of changes in technology or emerging fields.
oin legal administration preferred.

Required Experience
More than 5 years of experience.
oExperience in client and/or customer experience functions considered an asset.
oExperience working in a general legal environment considered an asset
oExperience in a financial environment preferably with exposure to federal and provincial tax regulations considered an asset.
oExperience in financial services practices considered an asset (e.g. maintaining accounting records etc.).
oKnowledge of relevant laws regulations policies standards and/or guidelines considered an asset.
oExperience in information systems with a focus on classifying storing and disposing of electronic records considered an asset.
oExperience with providing administrative support considered an asset (e.g. document editing proofing formatting and production data entry scheduling/coordinating meetings and/or travel arrangements receiving/relaying messages etc.).
oExperience working in a comparable client-focused environment considered an asset
Consideration may be given to an equivalent combination of education and experience.

Job Knowledge and Requirements
Knowledge of concepts and principles in a specialist field that is typically acquired through a combination of advanced professional or academic qualifications and/or substantial work experience.
Provide effective consultation and advice on non-straightforward and/or complex issues.
Interaction with others requires interpersonal skills and the ability to understand and influence.
Adapt messages to meet the different needs of different audiences.
Builds relationships trust and credibility.
Prioritize and distribute work to deliver objectives on time and to the highest standard.
Identify in advance when the intended results may not be achieved and develops a plan to address the gaps.
Actively participate in project team meetings and develop individual and unit project plans.
Lead procedural or technological change within a unit.
Identify opportunities to improve the effectiveness and efficiency of work processes.
Seek information and input to fully understand the cause of problems.
Appropriately assesses risks before making a decision.
Contribute to the creation and evaluation of possible solutions.
Take action to remove obstacles and address problems before they impact performance and results.
Apply equity diversity accessibility inclusion and Indigenization considerations to decision making and planning.
Promote a work environment that is free from sexual violence harassment and discrimination and the ability to show empathy for those who have experienced trauma.

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queens is strongly committed to employment equity diversity and inclusion in the workplace and encourages applications from Black racialized persons Indigenous people women persons with disabilities and 2SLGBTQI accordance with Canadian Immigration requirements priority will be given to those who are legally eligible to work in Canada.

The University provides support in its recruitment processes to all applicants who require accommodation due to a protected ground under the Ontario Human Rights Code including those with disabilities. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at .