Job Description
Job Description
Due to our upcoming Zoofari event, we have decided to pause hiring for this position. We plan to resume hiring in September. Please feel free to submit your application for future consideration. Thank you.
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).
- You must also complete the Zoo's Official Employment Application on the next page 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 Zoos 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 activitiesAssist with tasks for the Foster Feeder program, including prepping items for mailing, facilitating renewals, and ensuring a log of benefits is keptCoordinate the logistics of VIP animal experiences on behalf of the Advancement teamProvide 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 moreAssist the Advancement team with donor and foundation researchProvide support in updating the teams donor database, filing donor records, and one-off data entry tasksRespond to community requests for in-kind gifts and when appropriate, prepare gifts and coordinate pick upOversee staff holiday giftsServe as the team lead for inventory management and office organizationEvent Support :
Provide event prep and day-of support for a variety of donor-focused events, including Zoofari Ball, ZooLights Preview Night, donor luncheons, and moreAssist with tracking RSVPs and providing check-in listsAssist with vendor management and paymentsAssist with creating and distributing private event ordersConduct data entry following events to ensure proper tracking of donor informationCommunicate as needed with committee members, donors, and external partnersPerform other duties as assigned by the Sponsorship & Special Events OfficerGuest Relations (Zoo Wide) :
Greets every guest with a smile or a friendly hello, and thanks them for supporting / visiting the ZooAnswers phone calls promptly and professionallyMust stay calm in highly stressful situations, be knowledgeable of emergency procedures, and be an active participant in drills, emergencies, and lost child instancesEnsure the Zoos presentation standards for cleanliness and maintenance are met by keeping the work area clean, picking up trash, and reporting unsafe or unsightly conditionsAssociate 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 satisfactionRespond to all guest inquiries, complaints, and comments according to Zoo guest relations proceduresMaintain a clean neat appearance and adheres to the Zoos uniform dress codeMust have the ability to reflect a professional image while representing the zooTake responsibility to stay informed about happenings at the Zoo such as reading employee communications and attending meetingsReflect the qualities outlined in our Core Values, the Guest Relations Statement and the Employee PledgePromote the Zoos mission and conservation effortsAdhere to the Zoos policies and procedures as outlined in the Employee Policy ManualApply and exemplify green (sustainable) practices whenever possibleOther duties as neededPOSITION 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 preferredAt least 18 years of ageSome prior successful paid experience in a professional office environment with administrative functionsExperience in fundraising, event planning, customer service, sales, and / or marketing is preferredProficient in using the MS Office Suite, and navigating websites and online professional toolsLicense, Certification, or Preferred Qualifications :
Must have reliable transportation to and from work and during work for job-related dutiesComputer 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 guestsHandle 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 situationsHigh attention to detailAbility to follow and provide oral and written directionSelf-motivated and take initiative when appropriateMust be flexible, have excellent time management, and be able to communicate effectively when conflict arisesAbility to meet deadlines and operate under time pressure, with various interruptionsAbility and willingness to attend off-site meetings or events as necessaryAbility to exercise safe work habitsStay calm in highly stressful situations and be knowledgeable of emergency procedures
Receptive to special requestsPhysical Demands & Work Environment :
This is an on-site position.Flexible work days during the week, depending on availabilityMust 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 telephoneAbility to drive golf carts safelyAbility to use hands to finger, handle, grasp, or feel; and reach with hands and armsClose vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focusAbility to lift 10-20 pounds frequently, and 30 pounds regularly in the course of normal dutiesInvolves working effectively in a shared office space, as well as out-of-doors in all weather conditionsMust enjoy and thrive in a fast-paced work environmentSupportive and open employment cultureTools Used :
Zoo provided computer (Excel, Power Point, Outlook, other but not limited to online working platforms)KeysTwo-way RadioStandard office equipment; telephone, copier, calculator, and others as requiredElectric CartEvents equipmentBENEFITS & 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 purchasesAccess to the Collabornation learning platform, professional development, and lunch & learn opportunitiesYou must also complete the Zoo's Official Employment Application on the next page in order to be considered for the positionPlease make sure to check your spam folder if you do not see an email response from the Zoo .
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 Chief Executive Officer or authorized representative. No changes to this job description shall be made without written permission by the Chief Executive Officer 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.
At this time, the Zoo does not sponsor employment or internship visas.
