Advancement Coordinator - Santa Barbara, United States - Santa Barbara Zoo

Description

Job Description

Job DescriptionJoin the fun, professional, and mission-driven Santa Barbara Zoo team

The Santa Barbara Zoo is seeking a part time Advancement Coordinator to provide support with organizing and executing special events, including the Zoos annual fundraising gala, Zoofari Ball, scheduling and leading behind-the-scenes tours, and administrative assistance.

The ideal candidate has exceptional interpersonal skills, takes initiative, and is detail-oriented.


Status:
Non-Exempt, Part Time


Compensation: $19.00 per hour


Schedule:
This position is up to 25 hours a week, including weekends and evenings.

This individual must be available to work additional hours during the month of August and be available to work the last two Saturdays of August (for Zoofari Ball).

This position is up to 25 hours a week, including weekends and evenings.

This individual must be available to work additional hours during the month of August and be available to work the last two Saturdays of August (for Zoofari Ball).

SUMMARY:

Under the general direction of the Sponsorship & Special Events Officer, the Advancement Coordinator supports all Advancement events, in-kind community giving, behind-the-scene tours and animal encounters, and assists with overall administrative support for the Advancement team.

They will regularly interact with donors, guests, and community members, providing a high level of customer service while promoting the Zoos mission and conservation efforts.

ESSENTIAL DUTIES include the following:

Advancement Events Support
Assist the Sponsorship & Special Events Officer with organizing and executing events that involve fundraising including Zoofari Ball, ZooLights, Foster Feeder events, and more
Duties may include answering donor calls and emails, organizing mailings, assisting with vendor outreach and coordination, creating centerpieces, and supporting Sponsorship & Special Events Officer with all event related tasks


Zoofari Ball Support
Provide support for tasks involved in the production of Zoofari Ball
Assist with all mailings related to Zoofari Ball
Assist in drafting and editing of internal and external Zoofari Ball materials
Conduct data entry to keep track of sponsor and donor information
Assist with the event auction including helping with auction solicitations, making follow up phone calls, keeping detailed records on all auction donations, picking up auction items, and prepping forms for the night of
Communicate as needed with committee members, donors, and external partners
Take inventory of supplies and order as needed
Week of and night of event assistance
Post event clean up
Perform other duties as assigned by Sponsorship & Special Events Officer


VIP & Behind-the-Scenes Experiences
Coordinate the logistics of VIP Animal Encounters and Behind-the-Scenes experiences on behalf of Advancement team
Support donor tours including preparing the golf cart, confirming and coordinating with Animal Care, sending confirmation emails to donor, and preparing any donor takeaways
Maintain tour records and Zoo statistics
Serve as the primary Advancement host for weekend tours


Community Relations & Donor Gifts
Respond to community requests for in-kind gifts and when appropriate, prepare gifts and coordinate pick up
Assist the Sponsorship & Special Events Officer with preparation of donor gifts/baskets when needed


Administrative Support
Provide administrative support to Advancement team as needed including answering phone calls, communicating with donors, assisting with mailings, and helping with fundraising activities
Serve as additional support for assisting with Foster Feeder mailings
Serve as additional support to help enter gifts during busy times, file donor records, and assist in keeping office organized


Guest Relations
Greets every guest with a smile or a friendly hello
Thanks guests for supporting/visiting the Zoo
Answers phone calls promptly and professionally
Must stay calm in highly stressful situations, be knowledgeable of emergency procedures and be an active participant in drills, emergencies and lost child instances
Ensure the Zoos presentation standards for cleanliness and maintenance are met by keeping work area clean, picking up trash, and reporting unsafe or unsightly conditions
Associate with guests to share information and assist, identify their needs, and make their experience a more personal one, providing a high level of customer service and satisfaction
Respond to all guest inquiries, complaints, and comments according to Zoo guest relations procedures
Maintain a clean neat appearance and adheres to the Zoos uniform dress code
Must have the ability to reflect a professional image while representing the zoo
Take responsibility to stay informed about happenings at the Zoo such as reading employee communications and attending meetings
Reflect the qualities outlined in our Core Values, the Guest Relations Statement and the Employee Pledge
Promote the Zoos mission and conservation efforts
Adhere to the Zoos policies and procedures as outlined in the Employee Policy Manual
Apply and exemplify green (sustainable) practices whenever possible
Other duties as needed


POSITION CRITERIA:
To perform this job successfully, an individual must be able to execute each essential duty satisfactorily.

The requirements and environmental characteristics described below are representative of the knowledge, skill, ability, and working and physical elements required of the position.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position operates in a professional, shared office environment and involves some outdoors duties. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

This position is up to 25 hours a week, including weekends and evenings.

This individual must be available to work occasionally on Saturdays, additional hours during the month of August and be available to work the last two Saturdays of August (for Zoofari Ball).

Education and Experience
Some college credit or college degree preferred
At least 18 years of age
Some prior successful paid experience in a professional office environment with administrative functions
Experience in fundraising, event planning, customer service, sales, and/or marketing, are preferred
Proficient in using the MS Office Suite, and navigating websites and online professional tools.


License, Certification, or Preferred Qualifications
Valid drivers license with good driving record and insurance
Must have reliable transportation to and from work and during work for job-related duties
Computer literate with working knowledge of MS Suite (Word, Excel, Outlook...)


Knowledge, Skills, Abilities

Must have the ability to:
o Reflect a professional image while representing the Zoo
o Develop productive and friendly relationships at work,
o Interact courteously and respectfully with supervisors, fellow employees, donors, volunteers, and guests
o Empathize with guests when emotions are high, problem solve, and the ability to tell when something is wrong -or is likely to go wrong, and solving the issue in a way that makes sense
o Handle stress positively and maintain composure: accept criticism and dealing calmly and effectively with high stress situations, keeping emotions in check, and avoiding aggressive behavior, even in very difficult situations
o Must be flexible, take initiative when appropriate, have excellent time management and organization skills, as well as excellent conflict resolution skills
Effective oral and written communication skills
Active listening skills
o Ability to follow and provide oral and written direction
Attention to details
Self-motivated
Ability to work collaboratively in a successful manner
Ability to meet deadlines and operate under time pressure, with various interruptions
Ability to work in busy shared office environment, with a positive outlook
Ability and willingness to attend off-site meetings or events as necessary
Ability to exercise safe work habits
o Stay calm in highly stressful situations and be knowledgeable of emergency procedures
Receptive to special requests


Physical Demands & Work Environment
This is an on-site position.
Flexible work days during the week depending on availability; four hours on Saturdays required.
Requires the ability to access all areas of the facility

Must be able to kneel, bend, twist, climb stairs, sit, manipulate computer tools, stand and/or move for up to three continuous hours.

Regularly required to communicate, exchange information, or hear face to face, via radio and/or telephone
Ability to drive carts safely
Ability to use hands to finger, handle, grasp, or feel; and reach with hands and arms
Close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus
Ability to lift 10-20 pounds frequently, and 30 pounds regularly in course of normal duties
Involves working effectively in a shared office space, as well as out-of-doors in all weather conditions
Must enjoy and thrive in a fast-paced work environment
Supportive and open employment culture


Tools Used:
Zoo provided computer (Excel, Power Point, Outlook, other but not limited to online working platforms)
Keys
Two-way Radio
Standard office equipment; telephone, copier, calculator, and others as required
Electric Cart
Events equipment

This job description is representative of the expectations of the position described. Additional duties, reporting relationships, and/or position criteria may be assigned as deemed necessary by the President/CEO or authorized representative. No changes to this job description shall be made without written permission by the President/CEO or authorized representative.

The Zoo reserves the right to revise this job description at any time.

The job description does not constitute a contract for employment, and does not guarantee employment for any specified period of time.

The job description does not in any way alter the at-will employment relationship.