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TITLE: Administrative & Operations Coordinator
ORGANIZATION: Sequoia Park Zoo Foundation
REPORTS TO: Executive Director
LOCATION: Eureka, CA
HOURS: Minimum 20 hours, seasonally up to 40 hours per week
GENERAL SUMMARY: The SPZF Administrative & Operations Coordinator performs activities that are important to the operations of a busy, successful non-profit organization. The Administrative & Operations Coordinator is responsible for office support functions including managing a constituent database, performing basic bookkeeping tasks and supporting Zoo volunteers, events, and fundraising activities. This person works closely with the Executive Director and is a support staff member for all functions in the Foundation Office. The ideal candidate is highly detail oriented and can work successfully with a variety of people and personalities.
DUTIES INCLUDE:
ADMINISTRATIVE SUPPORT:
-Enter all incoming donations into donor management software and provide ongoing monitoring of donations and donor support as directed by the Executive Director
-Generate thank you letters and other donor related correspondence in a timely manner
-Maintain accurate data on all constituents, updating contact information, donation history and communications
-Donor outreach (emails, phone calls, letters, etc.)
-Basic reconciliation and bookkeeping with assistance from Foundation accounting office
-Checks the Foundation PO Box, performs general mailings including managing bulk mailings and NCOA returned mail address updates
-Responsible for support with grant reporting as instructed by Executive Director
-Answer general emails and voicemail from Zoo donors, stakeholders and visitors in a timely manner
-Assist in ensuring and maintaining a clean and organized office space/shed and Foundation properties
-Assist with recycling and trash duties in conjunction with SPZF staff
-General filing and digital file maintenance
-Maintain and organize SPZF storage area and visit storage for various tasks
-Manage donation requests from other community non-profits
-Basic errands
-Maintain a friendly, professional demeanor, be comfortable working with the public and answering the phone on behalf of the Foundation
-Various other administrative duties as assigned to support the Executive Director
-Assist with e-sign and distribute electronic communications including e-newsletters, e-vites, and promotions
VOLUNTEER COORDINATION:
-Recruit, train, manage, track large groups of volunteers
-Manage all required documentation of volunteers (hours volunteered, waivers, etc.) including Board member hours
-Determine volunteer assignments and scheduling in conjunction with Event Leads
-Communicate clear expectations, assigned tasks, etc. to volunteers
-Volunteer Outreach and appreciation including Coordinate annual volunteer recognition event.
-Set up and manage volunteer check-in procedures/infrastructure on event days, distribute lanyards/TShirts/waivers, etc.
-Create and distribute volunteer instruction sheets in conjunction with Event Leads
EVENT SUPPORT
-Assistance with all events including auction support, assisting with scheduling ZooXclusive experiences, donation entries and thank you letters as needed.
-Day-of-event duties may include merchandise sales, ticketing, entry management, set up registers, credit card readers, etc., set-up and breakdown, among others
-Assist with set-up needs related to donor experiences.
-Working within a demanding fast-paced environment to very high standards
-Drafting event schedules and task lists prior to arriving at an event
-Taking initiative to accomplish event goals
-Working together as a team with all event staff and vendors
-Directing traffic (vehicles and/or people)
-Event set up: carrying, setting up, bussing tables, break-down and clean-up; including the set up of signature decorative installations, and the unloading, moving, and loading of large pieces of furniture and equipment
-Assisting and supporting vendors with arrival and set-up
-Sometimes traveling to multiple locations on event day
-Running some event-day errands off-site with personal vehicle
-Serve as a liaison between Event Leads, vendors, guests, and event hosts, answering questions
-Some use of ladders, and technical equipment
-Logistical ticketing, timelines, programs and activities, menus, assistance with electrical and sound set up, breakdown and clean up
-Determine volunteer position needs for all events in conjunction with Event Leads
-Work with staff and Foundation Board Members to solicit contributions from event vendors or donors of auction items, follow-up and acknowledge donors in partnership with the Executive Director and staff.
-Collaborate, coordinate and communicate with all relevant zoo staff, members of the Board of Directors, and event committee both pre-event and post-event
-Maintain up-to-date database records for vendors and donors in conjunction with other Foundation staff
Serve on the Events Committee.
QUALIFICATIONS:
-Flexibility, ability to multitask, prioritize, be detail-oriented and participate in creative problem-solving
-Able to repeatedly lift up to 50 lbs. And sometimes carry long distances due to the nature of zoo grounds
-Punctual
-Excellent written and verbal communication skills
-Database experience required
-Experience using Word, Excel, Google calendars, Outlook and database management
-Able to work well independently and within a team environment
-Friendly and outgoing manner with the public in any setting
-Able to exercise discretion and maintain confidential or sensitive information
-Ability to work weekends and evenings for special events as needed
-Personal vehicle and valid driver’s license required
-Excellent time management abilities
-Ability to work individually or in a team environment
-Creative problem solving
PHYSICAL ACTIVITY REQUIREMENTS: This position requires frequent computer use, repetitious lifting and moving of up to 50 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
COMPENSATION: This is a Minimum 20 hours/week Maximum 40 hours/week position, compensation commensurate with experience. Mileage reimbursement made at the Federal Mileage rate.
HOW TO APPLY: Email cover letter, resume, and three references (including phone number and email address) as one .PDF file, to email included in post by January 31, 2024 at 5:00 PM.
