Advancement Coordinator - Part-Time

Join 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 Zoo's 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 Zoo's 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 Zoo's 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 Zoo's 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 Zoo's mission and conservation efforts
§  Adhere to the Zoo's 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 driver's 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.
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Compensation: $19.00 per hour
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
Do you love animals and working with people? Join the fun, caring, friendly, and energetic team at the Santa Barbara Zoo in our mission of preservation, conservation, and enhancement of the natural world and its living treasures through education, research, and recreation.Once you apply, please make sure to check your spam folder if you do not see an email response from the Zoo.
The Santa Barbara Zoo is a private 501(c)(3) nonprofit corporation and is a fully accredited member of the Association of Zoos and Aquariums. Known as one of the world's most beautiful zoos, it is located on 30 acres of lush botanic gardens overlooking the Pacific Ocean. It is home to more than 146 animal species living in open, naturalistic habitats. Our wonderful collaborative team includes up to 220 employees and 50 volunteers.