Advancement Associate

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 seasonsEvents:

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 neededOther 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.