Advancement Coordinator

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, Zoo Lights 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…