Position Status: Part-Time, Temporary, Hourly, Non-ExemptCompensation: $18.00 per hourRequirements: Applicant must be minimum 18 years of age. At this time, the Zoo does not sponsor employment or internship visas.

Schedule/Time Commitment: This position is temporary with hours up to 20 hours/week for up to 3 months, generally Monday through Friday with a flexible schedule

Must be available August 26 - August 28 2022

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 Corporate Relations Officer, the Advancement Events Coordinator supports all administrative functions of the Zoofari Ball on and before August 27, 2022 including all fundraising opportunities, record keeping, and event execution. The Advancement Events Coordinator assists with planning, coordinating, and promoting Zoofari Ball in conjunction with other staff as directed by the Corporate Relations Officer. Responsible for ensuring that the Zoofari Ball held at the Zoo is a wonderful, enjoyable, and safe experience for everyone, in order to accomplish our goals of providing a superior guest experience, while successfully coordinating supporting services and reaching our fundraising goal all the while promoting the Zoo’s mission and conservation efforts.

This position:

Supports the Corporate Relations Officer with all fundraising activities related to Zoofari Ball

Maintains records

Assists with event related issues month, week, and day-of the event

This position is temporary for the summer for up to 20 hours per week for up to 3 months between May/June to August/September

Must be available August 26 - August 28 2022

ESSENTIAL DUTIES include the following:

Assists the Corporate Relations Officer to oversee all logistical aspects of Zoofari Ball and all administrative duties in connection with the event.

Data entry in the organization’s donor relationship management platform (Raisers Edge) related to Zoofari Ball

Data entry in the organization’s Zoofari Ball records (Auction, Sponsors, Production Schedules, etc.)

Provide overall administrative support for Zoofari Ball

Assist with all mailings related to Zoofari Ball

Draft and assist in editing of internal and external Zoofari Ball materials

Provide support for the planning and production of Zoofari Ball

Assists with event set up

Monitors event activities to ensure compliance with applicable policies & procedures, satisfaction of participants, and resolution of any problems that arise

Assists with coordination between partners including Zoo Catering Services by Rincon, internal Zoo departments, entertainment providers, and other vendors, to ensure a successful and safe event

Inventory supplies and order as needed

Perform other duties as assigned by Corporate Relations Officer

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

Ensures 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

Associates 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

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

Must have the ability to reflect a professional image while representing the zoo

Takes responsibility to stay informed about happenings at the Zoo such as reading employee communications and attending meetings

Reflects the qualities outlined in our Core Values, the Guest Relations Statement and the Employee Pledge

Promotes the Zoo’s mission and conservation efforts

Adheres to the Zoo’s policies and procedures as outlined in the Employee Policy Manual

Applies and Exemplifies “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.

Education and Experience

High school diploma or equivalent; college experience preferred

At least 18 years of age

Some prior successful paid experience in a professional office environment with administrative functions

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

Computer literate with working knowledge of MS Suite (Word, Excel, Outlook...)

Must pass a DOJ LiveScan background check successfully

Knowledge, Skills, Abilities

Reflect a professional image while representing the zoo

Develop productive and friendly relationships at work,

Interact courteously and respectfully with supervisors, fellow employees, volunteers, and guests

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

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

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

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

Stay calm in highly stressful situations and be knowledgeable of emergency procedures

Receptive to special requests

Schedule/Time Commitment

This position is generally Monday through Friday with a flexible schedule

This position is temporary with hours up to 20 hours/week for up to 3 months

Must be available August 26-28

Physical Demands & Work Environment

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:

Personal Computer and software (Excel, Power Point , Outlook, other but not limited to online working platforms)

Keys

Two-way Radio

Standard office equipment; telephone, copier, facsimile machine, calculator, and others as required

Electric Cart

Events equipment

You must also complete the Zoo's Official Employment Application on the next page in order to be considered for the position--

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.