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

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.

Last updated : 2024-05-23