Join the fun, professional, and mission-driven Santa Barbara Zoo team!
The Santa Barbara Zoo is seeking a part-time Advancement Coordinator to provide administrative and operational support to the Advancement team, assisting with fundraising materials, donor stewardship events, scheduling animal experiences, database management, and in-kind community giving.
The ideal candidate has a high attention to detail, interpersonal skills, and takes initiative when appropriate.
Position Status: Regular, Part-Time, Non-Exempt, Hourly
Compensation: $20.00 per hour
Schedule: up to 20 hours per week, with overtime as needed. This individual must be available to work a flexible schedule M-F, with hours between 9:00 AM – 5:30 PM. Additionally, this person must be able to occasionally afterhours for donor events, additional hours during the month of August and November, and be available to work the last two Saturdays of August (for Zoofari Ball).
Schedule: up to 20 hours per week, with overtime as needed. This individual must be available to work a flexible schedule M-F, with hours between 9:00 AM – 5:30 PM. Additionally, this person must be able to occasionally afterhours for donor events, additional hours during the month of August and November, and be available to work the last two Saturdays of August (for Zoofari Ball).
*You must also complete the Zoo’s Official Employment Application in order to be considered for the position*
SUMMARY:
Under the general direction of the Sponsorship & Special Events Officer, the Advancement Coordinator provides administrative and operational support to the Advancement team, assisting with fundraising materials, donor stewardship events, scheduling animal experiences, database management, and in-kind community giving. Occasionally, they will 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:
Administrative Assistance:
- Provide administrative support to the Advancement team as needed, including answering phone calls, communicating with donors, and helping with various fundraising activities
- Assist with tasks for the Foster Feeder program, including prepping items for mailing, facilitating renewals, and ensuring a log of benefits is kept
- Coordinate the logistics of VIP animal experiences on behalf of the Advancement team
- Provide support for tasks involved in the production of Zoofari Ball, including preparation of the silent auction event materials, facilitating mailings, data entry, organizing training documents, and more
- Assist the Advancement team with donor and foundation research
- Provide support in updating the team’s donor database, filing donor records, and one-off data entry tasks
- Respond to community requests for in-kind gifts and when appropriate, prepare gifts and coordinate pick up
- Oversee staff holiday gifts
- Serve as the team lead for inventory management and office organization
Event Support:
- Provide event prep and day-of support for a variety of donor-focused events, including Zoofari Ball, ZooLights Preview Night, donor luncheons, and more
- Assist with tracking RSVPs and providing check-in lists
- Assist with vendor management and payments
- Assist with creating and distributing private event orders
- Conduct data entry following events to ensure proper tracking of donor information
- Communicate as needed with committee members, donors, and external partners
- Perform other duties as assigned by the Sponsorship & Special Events Officer
Guest Relations (Zoo Wide):
- Greets every guest with a smile or a friendly “hello”, and thanks them 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 the 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 perform 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 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 20 hours a week, with overtime as needed. This individual must be available to work a flexible schedule M-F, with hours between 9:00 AM – 5:30 PM. Additionally, this person must be able to occasionally afterhours for donor events, additional hours during the month of August and November, and be available to work the last two Saturdays of August (for Zoofari Ball).
Education & Experience:
- Some college credit or a 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 is preferred
- Proficient in using the MS Office Suite, and navigating websites and online professional tools
License, Certification, or Preferred Qualifications:
- 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:
- Reflect a professional image while representing the Zoo
- Develop productive and friendly relationships at work,
- Interact courteously and respectfully with supervisors, fellow employees, donors, volunteers, and guests
- Handle stress positively and maintain composure: accept criticism and deal calmly and effectively with high stress situations, keeping emotions in check, and avoiding aggressive behavior, even in very difficult situations
- High attention to detail
- Ability to follow and provide oral and written direction
- Self-motivated and take initiative when appropriate
- Must be flexible, have excellent time management, and be able to communicate effectively when conflict arises
- Ability to meet deadlines and operate under time pressure, with various interruptions
- Ability and willingness to attend off-site meetings or events as necessary
- Ability to exercise safe work habits
- 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
- 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 golf 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 the 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
BENEFITS & PERKS:
- Great team, beautiful grounds, amazing animal collection, sunshine & ocean view almost year-round!
- Free parking, free guest passes, unlimited free tea/coffee every morning, 20% discounts on food services and retail purchases
- Access to the Collabornation learning platform, professional development, and lunch & learn opportunities
*You must also complete the Zoo’s Official Employment Application in order to be considered for the position*
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