Are you passionate about fundraising and creating memorable donor experiences? The Santa Barbara Zoo is looking for an Advancement Associate to manage donor databases, coordinate gift processing, and support impactful events. Be part of a team dedicated to advancing conservation and inspiring community engagement!
Position Status: Full-Time, Regular, Hourly, Non-Exempt
Schedule: Monday - Friday, 9:00 am - 6:00 pm (some weekends)
Compensation: $30.00 per hour
You must also complete the Zoo's Official Employment Application on the next page in order to be considered for the position
SUMMARY: The Advancement Associate is responsible for the efficient and accurate processing of all donations and the maintenance of the donor database. This role provides core administrative and operational support to the Advancement team, ensuring effective donor relations and the smooth execution of fundraising activities.
ESSENTIAL DUTIES: General Advancement Responsibilities:
Maintains donor databases and filing system
Assists with the creation of fundraising materials and activities (including marketing materials, emails, appeals, signs, website, and events) to ensure the highest standards of the Zoo brand integrity
Creates mailing lists and reports as needed utilizing the Raiser’s Edge database
Leads some donor cultivation/stewardship tours
Monitors and tracks the activities of donor cultivation/stewardship
Provides input on policies and procedures related to Advancement
Stays current and knowledgeable on AZA, the Santa Barbara Zoo’s mission, collection, history, programs, projects, and practices
Participates in and contributes to regular Advancement department meetings
Supports fundraising efforts for special projects and special programs
Contributes to the Advancement Department's annual planning and budgeting process
Supports Advancement cultivation/stewardship activities and events
Shares critical information, best practices, and procedures on a consistent basis with staff through meetings that further departmental goals and productivity
Edits Advancement and Zoo-wide publications as needed
Attends professional fundraising and other training opportunities as warranted
Researches prospective donors and current donors and creates reports as needed
Creates some donor recognition gifts and coordinates the distribution of these gifts as needed
Responsible for networking during Zoo events as a Zoo Advancement representative
Develops and maintains effective, fruitful, and long-term relationships with donors
Other assignments as needed
Administrative Support:
Creates donor recognition cards and gifts, and coordinates the distribution of these cards and gifts
Coordinates and provides general administrative support to the Zoo’s Advancement efforts, the Advancement team, the VP of Community Relations, and Advancement-related committees as needed
Provides administrative support related to capital campaigns, including but not limited to, setting up committee meetings, sending meeting reminders, taking minutes, scheduling donor lunches, preparing campaign packets, and updating committee and campaign materials
Tracks inventory on Advancement materials such as letterhead, notecards, and other marketing materials to ensure the department is well-stocked
Works with the Advancement department and Graphics process to order new/more materials as needed
Provides support for the distribution of Zoo passes, VIP encounters, and special basket donations to other non-profit organizations at the request of major donors and special VIPs
Coordinates general office needs such as maintenance requests or furniture orders
Gift Entry & Acknowledgment:
Processes payments, including but not limited to running credit cards, managing online donations, and recurring donations
Enters all gifts (cash, in-kind, stock, etc.) into the Zoo’s donor database (Raiser’s Edge) in a timely manner
Enters all checks and credit cards (not direct deposits) into the Zoo’s records (Counterpoint) in a timely manner
Enters and maintains donor gifts and information in the donor database, Raiser’s Edge
Writes, prepares, and mails all thank you letters and correspondence to donors in a timely manner
Prepares and distributes weekly donor reports to the Advancement department and Zoo President/CEO
Maintains and updates electronic donor files, including payments, letters, tour information, background, and birthdays
Online Giving:
Assists in maintaining the online giving opportunities
Reconciliation of Income & Expenses:
Is responsible for regular donation reconciliation
Reconciles Advancement department donation database records with the Accounting department general ledger records monthly and maintains donation reconciliation records for Advancement
Tracks, reconciles, and reports Advancement department donations for specific projects, such as events or campaigns
Foster Feeders:
Processes Foster Feeder fulfillments, including ordering plush, printing certificates, putting packages together, and mailing in a timely manner. The Manager of Advancement Programs will assist with this during peak giving seasons
Events:
Provides administrative assistance for Advancement department events
Responsible for the Zoofari Ball guest list (including donor research), seating chart, and check-in process
Provides general administrative and coordination support for the fundraising efforts related to Zoofari Ball
Serves as a staff member of the Zoofari Ball Committee
Volunteer Support:
Provides support for the department volunteers as needed
Other Responsibilities:
Adheres to the Zoo’s policies and procedures as outlined in the Employee Policy Manual
Gain and maintain a clear understanding of AZA, the Santa Barbara Zoo’s mission, collection, history, and current programs
Assists in the implementation of Zoo-wide events such as Boo at the Zoo (BATZ), DIGS, and others
Maintains a clean and organized work area
Other duties as assigned
SECONDARY DUTIES:
Guest Relations:
Greets every guest with a smile
Thanks guests for supporting/visiting the Zoo
Answers phone calls, voice mails, and e-mails promptly
Ensures the Zoo’s presentation standards for cleanliness and maintenance are met by keeping work areas clean, picking up trash, and reporting unsafe or unsightly conditions
Associates with guests to assist and share information
Responds to all guest inquiries, complaints, and comments according to Zoo guest relations procedures
Maintains a clean neat appearance and adheres to the Zoo’s uniform dress code
Takes responsibility for staying informed about happenings at the Zoo, such as reading employee communications and attending meetings
Reflects the qualities outlined in the Guest Relations Statement, the Zoo’s Core Values, and the Employee Pledge
Applies and exemplifies “green” (sustainable) practices whenever possible
POSITION 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.
Education & Experience:
BA in related field
Experience in a professional office environment or with administrative functions
Prefer some experience in Advancement/Marketing/Sales/Events
License, Certification, or Preferred Qualifications:
Valid CA Driver’s License with good driving record and insurance coverage is required
Successful completion of a Department of Justice background check
TB testing yearly
Knowledge, Skills, & Abilities:
Strong organizational skills
Strong attention to detail
Ability to multi-task successfully, prioritize tasks, meet deadlines, and make effective use of time management tools
Ability to follow oral and written direction
Effective oral and written communication skills
Strong interpersonal skills
Ability to interact courteously and respectfully with supervisors, fellow employees, volunteers, and guests and to work with all levels of management
Ability to handle conflict resolution in a professional manner
Understanding of telephone and office etiquette
Ability to exercise safe work habits
Ability to maintain confidentiality and work with sensitive information
Demonstrates a high degree of accuracy
Excellent organizational skills
Ability to effectively multi-task, use independent judgment, and produce quality work within a set timeframe to meet deadlines
Ability to effectively work under pressure, multi-task effectively, use independent judgment, and produce quality work within a tight time frame; meeting deadlines
Ability to create and implement systems and follow-up processes
Must be a proactive and creative problem-solver; a team player with motivation to develop relationships and work collaboratively
Understanding of telephone and office etiquette
Ability to handle conflict resolution in a professional manner and to respond to sensitive matters or situations with discretion, tact, and confidentiality
Ability to relate to persons of all ages and diverse backgrounds, skills, and abilities
Ability to present self in a personable, professional, and energetic manner
Ability to work flexible hours (including some holidays and weekends) and travel as needed
Ability to exercise safe work habits
Proficient in Microsoft Word and Excel
Knowledge of databases/Raiser’s Edge preferred
Demonstrates initiative, creativity, and enthusiasm, as well as strong organizational skills
Enjoys working with people, especially volunteers
Physical Demands & Work Environment:
Most work is performed inside the office environment
Occasionally involves working out-of-doors in all weather conditions
Requires the ability to access all areas of the facility
Must be able to regularly climb stairs, manipulate computer and office tools, stand/walk for up to eight continuous hours
Ability to occasionally lift and carry objects weighing up to 50 lbs
The ability to coordinate a variety of tasks simultaneously and handle tension and stress in a positive manner is required
Must attend all events related to the position
Regularly required to stand, walk, sit, and use tools
Supportive and open employment culture
Must attend all events related to the position
Involves some weekend, early morning, and evening hours
Tools Used:
Computer
Standard office equipment; telephone, copier, facsimile machine, calculator, and others as required
Color and laser printer
35 mm and digital camera
Electric cart
Paper cutter
Laminator
Two-way radio
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.