Advancement Coordinator

Santa Barbara Zoo•Santa Barbara, CA

3d•Onsite

About The Position

Under the general direction of the Sponsorship & Special Events Officer, the Advancement Coordinator provides administrative and operational support to the Advancement team. This role assists with fundraising events, donor stewardship activities, VIP animal experiences, community in-kind giving, database support, and general office coordination. The Advancement Coordinator regularly interacts with donors, guests, volunteers, and community partners, delivering a high level of customer service while promoting the Zoo’s mission and conservation efforts.

Requirements

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
Proficient in using the MS Office Suite, and navigating websites and online professional tools
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...)
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 dealing 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
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 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

Nice To Haves

Experience in fundraising, event planning, customer service, sales, and/or marketing, are preferred

Responsibilities

Provide planning and execution support for fundraising and donor events including Zoofari Ball, ZooLights Preview Night, Foster Feeder events, donor luncheons, and other cultivation/stewardship events
Assist with event logistics including:
Mailings and invitation support
RSVP tracking and check-in preparation
Vendor communication and coordinationo Auction support including solicitations, procurement tracking, and item organization
Event materials, décor, and centerpiece preparation
Post-event data entry, and record updates
Provide week-of and day-of event support, including evening and weekend events
Assist with post-event reconciliation, data tracking, and follow-up tasks
Support all aspects of Zoofari Ball production including sponsor and donor tracking, auction coordination, mailings, committee communications, and event-night logistics
Assist with procurement and documentation of auction items
Support event setup and breakdown
Coordinate logistics for VIP Animal Encounters and Behind-the-Scenes tours for advancement team members
Communicate with Animal Care and internal teams to confirm tour details
Prepare donor confirmations and tour materials
Serve as an Advancement host for select donor tours, including occasional weekend responsibilities
Prepare and operate golf carts for donor tours when needed
Respond to community requests for in-kind donations
Prepare and coordinate distribution or pick-up of approved in-kind gifts
Assist with preparation of donor gift baskets and stewardship materials for executive leadership and advancement team
Provide general administrative support including phone coverage, donor communications, filing, and mailings
In collaboration with Manager of Advancement Programs and Advancement Associate, support Foster Feeder program mailings and benefit tracking as needed
Assist with donor and foundation research projects as needed
Enter gifts and update donor records in the database during high-volume periods in collaboration with Advancement Associate
Maintain organized digital and physical files
Serve as the team lead for inventory management and office organization
Oversee staff holiday gift coordination
Greets every guest with a smile or a friendly “hello”, and thank 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 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

Benefits

Company parties
Employee discounts
Free food & snacks
Free uniforms
Paid time off
Wellness resources
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
Comprehensive benefits package for FTR staff, voluntary supplemental insurances, zoo membership, 13 paid holidays, paid sick leave, paid vacation time, 403(b) and SEP retirement plans, a paid conservation day, a paid Zoo Day to visit another AZA-accredited institution, paid time off to take your pet to the vet, and much more...