Advancement Associate

Advancement AssociateAre 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 engagementPosition Status: Full-Time, Regular, Hourly, Non-ExemptSchedule: Monday - Friday, 9:00 am - 6:00 pm (some weekend)Compensation: $30.00 per hourThe 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.General Advancement Responsibilities:Maintains donor databases and filing systemAssists 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 integrityCreates mailing lists and reports as needed utilizing the Raiser's Edge databaseLeads some donor cultivation/stewardship toursMonitors and tracks the activities of donor cultivation/stewardshipProvides input on policies and procedures related to AdvancementStays current and knowledgeable on AZA, the Santa Barbara Zoo's mission, collection, history, programs, projects, and practicesParticipates in and contributes to regular Advancement department meetingsSupports fundraising efforts for special projects and special programsContributes to the Advancement Department's annual planning and budgeting processSupports Advancement cultivation/stewardship activities and eventsShares critical information, best practices, and procedures on a consistent basis with staff through meetings that further departmental goals and productivityEdits Advancement and Zoo-wide publications as neededAttends professional fundraising and other training opportunities as warrantedResearches prospective donors and current donors and creates reports as neededCreates some donor recognition gifts and coordinates the distribution of these gifts as neededResponsible for networking during Zoo events as a Zoo Advancement representativeDevelops and maintains effective, fruitful, and long-term relationships with donorsOther assignments as neededAdministrative Support:Creates donor recognition cards and gifts, and coordinates the distribution of these cards and giftsCoordinates and provides general administrative support to the Zoo's Advancement efforts, the Advancement team, the VP of Community Relations, and Advancement-related committees as neededProvides 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 materialsTracks inventory on Advancement materials such as letterhead, notecards, and other marketing materials to ensure the department is well-stockedWorks with the Advancement department and Graphics process to order new/more materials as neededProvides 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 VIPsCoordinates general office needs such as maintenance requests or furniture ordersGift Entry & Acknowledgment:Processes payments, including but not limited to running credit cards, managing online donations, and recurring donationsEnters all gifts (cash, in-kind, stock, etc.) into the Zoo's donor database (Raiser's Edge) in a timely mannerEnters all checks and credit cards (not direct deposits) into the Zoo's records (Counterpoint) in a timely mannerEnters and maintains donor gifts and information in the donor database, Raiser's EdgeWrites, prepares, and mails all thank you letters and correspondence to donors in a timely mannerPrepares and distributes weekly donor reports to the Advancement department and Zoo President/CEOMaintains and updates electronic donor files, including payments, letters, tour information, background, and birthdaysOnline Giving:Assists in maintaining the online giving opportunitiesReconciliation of Income & Expenses:Is responsible for regular donation reconciliationReconciles Advancement department donation database records with the Accounting department general ledger records monthly and maintains donation reconciliation records for AdvancementTracks, reconciles, and reports Advancement department donations for specific projects, such as events or campaignsFoster 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 eventsResponsible for the Zoofari Ball guest list (including donor research), seating chart, and check-in processProvides general administrative and coordination support for the fundraising efforts related to Zoofari BallServes as a staff member of the Zoofari Ball CommitteeVolunteer Support:Provides support for the department volunteers as neededOther Responsibilities:Adheres to the Zoo's policies and procedures as outlined in the Employee Policy ManualGain and maintain a clear understanding of AZA, the Santa Barbara Zoo's mission, collection, history, and current programsAssists in the implementation of Zoo-wide events such as Boo at the Zoo (BATZ), DIGS, and othersMaintains a clean and organized work areaOther duties as assignedSecondary Duties:Guest Relations:Greets every guest with a smileThanks guests for supporting/visiting the ZooAnswers phone calls, voice mails, and e-mails promptlyEnsures the Zoo's presentation standards for cleanliness and maintenance are met by keeping work areas clean, picking up trash, and reporting unsafe or unsightly conditionsAssociates with guests to assist and share informationResponds to all guest inquiries, complaints, and comments according to Zoo guest relations proceduresMaintains a clean neat appearance and adheres to the Zoo's uniform dress codeTakes responsibility for staying informed about happenings at the Zoo, such as reading employee communications and attending meetingsReflects the qualities outlined in the Guest Relations Statement, the Zoo's Core Values, and the Employee PledgeApplies and exemplifies "green" (sustainable) practices whenever possiblePosition 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 fieldExperience in a professional office environment or with administrative functionsPrefer some experience in Advancement/Marketing/Sales/EventsLicense, Certification, or Preferred Qualifications:Valid CA Driver's License with good driving record and insurance coverage is requiredSuccessful completion of a Department of Justice background checkTB testing yearlyKnowledge, Skills, & Abilities:Strong organizational skillsStrong attention to detailAbility