Philanthropy & Outreach Coordinator

POSITION TITLE: Philanthropy & Outreach Coordinator

DEPARTMENT: Philanthropy & Outreach

SUPERVISOR: Chief Philanthropy Officer 

WORKING RELATIONSHIPS: Supervises Interns and volunteers as assigned

STATUS: Full-time

EFFECTIVE DATE:

Summary:

The Philanthropy and Outreach Coordinator supports the Philanthropy & Outreach (P&O) team in the execution of the organization’s fundraising and outreach/marketing efforts. Provides project management and support for grant management, donor relations, special events, fundraising initiatives, calendaring, maintaining records systems and general departmental support. Assists Chief Philanthropy Officer (CPO) in any special projects, as needed. 

ESSENTIAL QUALIFICATIONS:

• Demonstrates organizational and analytical skills, extreme attention to detail and ability to work both independently and as part of a team.
• Experience in working in very fast paced environments with the ability to manage multiple, shifting priorities under tight deadlines.
• An experienced team player who not only works well in a collaborative environment but can do what it takes even when outside of normal workload. 
• Technology savvy, ready to take the lead in maintaining and increasing valuable uses for donor, grant and project management systems. 
• Strong critical thinking, planning, execution, and multitasking skills and demonstrated ability to reprioritize duties.
• Interest in growing and learning new skills to help our organizational mission.
• A sincere interest in supporting and advocating for the philosophies, policies, and mission of Santa Barbara Humane, a Socially Conscious Shelter.
• Proficient in Microsoft Office, Google Suite, donor and project management software.
•  Effective verbal and written communication skills.
•  Available to work evenings and weekends as needed.
• Valid CA. Driver’s License, insurable driving record, and comfortable driving County-wide.

 PREFERRED QUALIFICATIONS:

• Bachelors’ Degree, preferably in Marketing, Communications or other similar degree, and minimum 3 years of experience in a related field.
• Proven ability to raise private donations, develop and manage donor relationships, and to motivate staff and volunteers.
• Experience supervising volunteers.
• Experience with GiveCloud, DonorPerfect, Constant Contact, Slack, GrantHub & Asana.
• Bi-lingual in English and Spanish.
• Previous paid or volunteer animal shelter experience. 

RESPONSIBILITIES:

• Help perform data entry and process acknowledgement letters, while maintaining accuracy and integrity using the grant management software (GrantHub) and other CRM systems.
• Maintain the highest level of confidentiality and act as a strong steward of organizational resources.
• Help conduct research, analyze data, and track and report on current or prospective donors, mailing lists, events, and campaigns. 
• Provide project management for grant coordination and tracking through use of GrantHub software, including a grants calendar that addresses deadlines for application submissions, reporting to funders and adhering to each grant’s individual stipulations.
• Administrative duties such as calendaring, answering the phone, check entry, generation of spreadsheets, improvement of tracking systems, information gathering for reports and other tasks as requested.
• Participate with the P&O team in the development, implementation and management of constituent cultivation, research and recognition. 
• Clean up and growth of grant management system (GrantHub) including research and collection of information regarding local foundations and funders.
• Responsible for management of the established Pet Memorialization tribute program.
• Cultivate and maintain relationships with funders and vendors through in-person and virtual meetings, calls, letters, emails and other communications helping to develop long term loyalty to the mission.
• Helps secure sponsors, both monetary and in-kind, for special events.
• Prospecting for all areas of giving by identifying individuals, businesses and organizations who could give time, talent, or treasure to the organization.
• Participate in current donor data segmentation research and upkeep.
• Work with CPO to formulate an annual donor recognition program, including an annual thank you event.
• Participate in the development of departmental budget and benchmarks.
• Work collaboratively with the clinic, shelter and administration through clear communication of the P&O’s department’s needs and objectives for outreach and fundraising.
• Actively integrate volunteers by providing a welcoming work environment; practicing mentorship, training, advancement opportunities, and offer feedback on volunteer performance (when we have a Volunteer Manager in place to oversee).
• Follow established protocols to transport in Santa Barbara Humane vehicles, and safely manage animals at off-site events and media appearances.  
• Follow workplace safety protocols, working in a safe manner at all times. Take immediate action to prevent or address safety concerns.  

• Other duties as assigned.

Competencies:

• Diversity – Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; Educates others on the value of diversity; Promotes a harassment-free environment; Builds a diverse workforce. 
• Ethics – Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values. 
• Adaptability – Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events. 
• Analytical – Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs workflows and procedures. 
• Customer Service – Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments. 
• Delegation – Delegates work assignments; Matches the responsibility to the person; Gives authority to work independently; Sets expectations and monitors delegated activities; Provides recognition for results. 
• Judgment – Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions. 
• Planning/Organizing – Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules people and their tasks; Develops realistic action plans. 
• Quality – Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality. 
• Teamwork – Exhibits objectivity and openness to others’ views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone’s efforts to succeed. 

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

• Work performed in shared office setting 
• Regularly spend up to 8 hours sitting and using office equipment, telephone, and computers
• Regularly move from sitting to standing positions effortlessly
• Regularly work on repetitive tasks
• Occasionally lift 10-25 pounds
• Exposure to cleaning chemicals, dust, poor ventilation, heat and cold and sudden temperature changes, wet floors, machinery, zoonosis, and loud animal noises, animal waste and odors when in animal shelter.
• May require handling animals of various temperaments and sizes in a public setting.
• Ability to drive company vehicles county-wide.

This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts, or working conditions associated with the job.  While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed when circumstances change, for example, emergencies, changes in personnel, workload, rush jobs, or technological breakdown.