Philanthropic Events Associate

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Description

Responsible for providing general support to the Philanthropic Events team, with targeted support around the zoo’s annual Jungle Party fundraising auction. This position will assist in coordinating the creative and logistical aspects of Jungle Party by coordinating this event’s volunteer operations, supporting procurement efforts and performing other duties while providing excellent customer service and problem resolution for donors and event attendees. This is a temporary part-time position starting March 1, 2018 and ending on September 1, 2018.

ESSENTIAL DUTIES AND RESPONSIBILITIES

  • Duties Related to Jungle Party
  • Procure and cultivate volunteers for pre-, night of- and post-Jungle Party auction activities in collaboration with the Volunteer Department.
  • Initiate and maintain all correspondence with Jungle Party as needed by hosting meetings, preparing bi-monthly email communications regards zoo news, and maintaining the volunteer web page on Jungle Party website.
  • Plan and oversee all pre- and post-Jungle Party auction volunteer events, including Volunteer Training and Volunteer Thank You Picnic.
  • Collaborate with Events team to manage volunteers during the production week (work week) of the Jungle Party auction and other events as necessary.
  • With Philanthropic Events Specialist, maintain organization and cleanliness of JP Trailer, JP office, Jungle Party auction items and assist with setup of day-of displays.
  • Order and maintain Volunteer Team Captain supply stock (Team Captain Supply Boxes).
  • Assist with procuring Jungle Party auction items and in-kind donors.
  • Assist Philanthropic Events Specialist with Jungle Party auction item pick-ups and deliveries, as necessary.
  • Help organize and process 500+ auction items from board members, general public and zoo staff, including entering data in auction software, packaging of items, writing narrative and sequencing all items, and maintaining filing system as appropriate.
  • Co-manage creation and/or design of Jungle Party auction catalog (both print and electronic); assist with creation of all other Jungle Party print and electronic collateral as needed.
  • Help maintain website for Jungle Party in line with collateral concept.
  • Co-manage display team and develop table layout inside tents and create attractive auction item displays; assist volunteer auditors to ensure all items have arrived and are in correct locations.
  • Participate when requested with Jungle Party auction item redemption activities.

General Duties

  • Assist Philanthropic Events Specialist and Philanthropic Events Coordinator/Manager with their job assignments as needed.
  • Assist with all Development Department Wild at Heart stewardship events.
  • Provide high-quality customer service to existing and potential donors.
  • Foster positive and enduring relationships that produce reciprocal benefits
  • Nurture a culture of philanthropy among staff and trustees and ensure that building donor relationships enters into all Advancement decisions
  • Demonstrate empathetic disposition and convey sensitivity to needs of the donors
  • Attend and participate in all staff and executive committees for events, and weekly team meetings when appropriate.
  • Work evenings and weekends as required for position.
  • Perform other duties as assigned.

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Overall knowledge of planning events.
  • Experience with managing volunteers and/or committees.
  • Excellent organizational and time management skills with demonstrated reliability and punctuality.
  • Possess a professional, customer service-oriented demeanor.
  • Able to work well under pressure, balance multiple tasks and requests at one time, and learn and adapt quickly in a fast-paced and changing environment.
  • Strong communication and interpersonal skills; able to work successfully as a team member and independently.
  • Enjoy working with the public and providing excellent levels of customer service to diverse customers.
  • Able to work a non-standard/flexible/extended schedule, including weekends, evenings and holidays.
  • Commitment to the mission of the zoo and the institution’s Core Values.

EDUCATION/EXPERIENCE

Associate’s degree from an accredited college or university and at least two years of experience in professional development, volunteer management, event planning or project management work is strongly recommended; or equivalent combination of education and experience.

CERTIFICATES, LICENSES, REGISTRATIONS

Valid US driver’s license.

COMPUTER SKILLS

Proficiency in Microsoft Office, particularly Word, Outlook, and Excel. Experience with auction and donor databases essential, with proficiency in Raiser’s Edge and/or Greater Giving preferred.

LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before top management/board of directors, groups of volunteers and employees of organizations.

MATHEMATICAL ABILITY

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to work with the budgeting process to determine budgetary needs for the Donor Relations program.

REASONING ABILITY

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear; stand or walk; use hands to finger, handle, or feel; reach with hands and arms; and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 35 pounds and frequently lift and/or move up to 50 pounds. Specific vision abilities required by this job include peripheral vision. Must be able to comfortably maneuver on grounds at night and/or without much light.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly exposed to variable weather conditions. The employee is occasionally exposed to moving mechanical parts; high, precarious places; and risk of electrical shock. The noise level in the work environment is usually moderate. The noise level can be loud to very loud during Concerts and Jungle Party season.

APPLICATION DIRECTIONS

Applications are only accepted online through our Jobs page at www.zoo.org; no other forms of application will be acceptedCover letter and resume are REQUIRED when applying for this position. NO PHONE CALLS PLEASE.

APPLICATION DEADLINE: Applications are due prior to 12:00 AM on the posted Close date (i.e. by 11:59 PM the evening before).

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