Advancement Coordinator
Part Time • Santa Barbara
Benefits:
- Company parties
- Employee discounts
- Free food & snacks
- Free uniforms
- Paid time off
- Wellness resources
Regular, Part Time, Non-Exempt
SUMMARY:
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.
ESSENTIAL DUTIES & RESPONSIBILITIES:
Advancement Events & Fundraising Support
- 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
VIP & Behind-the-Scenes Experiences
- 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
Community Relations & Donor Gifts
- 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
Administrative & Database Support
- 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
Guest Relations (Zoo Wide)
- 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
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 20 hours a week, with additional hours 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 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:
- 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
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 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
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...
*You must also complete the Zoo's Official Employment Application on the next page in order to be considered for the position*
Please make sure to check your spam folder if you do not see an email response from the Zoo.
Compensation: $21.00 per hour
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
Do you love animals and working with people? Join the fun, caring, friendly, and energetic team at the Santa Barbara Zoo in our mission of preservation, conservation, and enhancement of the natural world and its living treasures through education, research, and recreation.
Once you apply, please make sure to check your spam folder if you do not see an email response from the Zoo.
Once you apply, please make sure to check your spam folder if you do not see an email response from the Zoo.
The Santa Barbara Zoo is a private 501(c)(3) nonprofit corporation and is a fully accredited member of the Association of Zoos and Aquariums. Known as one of the world’s most beautiful zoos, it is located on 30 acres of lush botanic gardens overlooking the Pacific Ocean. It is home to more than 146 animal species living in open, naturalistic habitats. Our wonderful collaborative team includes up to 220 employees and 50 volunteers.
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It’s a great place to work!
We strive to: 1. Provide a learning environment with great benefits and advancement opportunities. 2. Work as a team. 3. Enjoy our work and have fun!
We are guest-oriented.
We strive to: 1. Be professional, engaged, warm, friendly, informed, and resourceful because we care about our guests’ experience. 2. Ensure safe, clean, and injury-free facilities. 3. Be a place of choice to visit in town.
We are goal-oriented.
We strive to: 1. Set competitive goals that involve our entire staff. 2. Focus on our mission and the best ways to deliver our care and services to our animals, our staff, and our guests. 3. Be the best place to visit in Santa Barbara!