Reports To: Director of Communications and Engagement

Salary: Hourly, $20-22/hour

Job Status: Full Time, Non-Exempt 

Hours: Monday – Friday, 8 am – 5 pm (occasional nights or weekends)

Position Scope: The Event, Rentals, & Volunteer Coordinator is a member of the Utica Zoo’s administrative team reporting to the Director of Marketing and Community Engagement. This position is responsible for all planning implementation, quality analysis, budgeting, and organizing of events, rentals, animal encounters/behind the scenes tours and the management of the volunteer program.

This position is Full Time: Hourly, non-exempt, and benefit eligible. Must be willing to work weekends and evenings as needed.

Duties:

Special events or rentals, both on and off Utica Zoo grounds

• Organize and execute all aspects of event planning for all zoo & sponsored events, including event set up, and break down.
• Lead solicitation & after event stewardship of sponsors & vendors for events, including sponsorship donations, securing all vendors, apply for permits and arrange logistic contracts.
• Direct volunteer recruitment, training, scheduling and recognition of event volunteers.

Visitor Experience

• Work with the Education and Conservation Manager, and Animal Care department to schedule animal encounters and enhance guest experience.
• Propose projected annual revenue budget for the encounter program and implement programming to meet annual budget targets.
• Design, set up, and attend promotional opportunities (expos, kiosks, etc.)
• Schedule. Coordinate, and attend (as needed) behind the scenes VIP tours.

Fundraising

• Propose projected annual revenue budget and frow revenue from the Adopt an Animal Program.
• Oversee the fulfillment process which includes mail, on-sight and internet sales.
• Oversee the maintenance of AZA reciprocal listings.

Volunteer Coordination

• Recruit volunteers for events and special projects throughout the year.
• Track all volunteer hours.
• Work with various departments to organize projects for volunteers.

Other duties as assigned.

Requirements:

• Bachelor’s Degree in a related field of travel/tourism, business management, etc.
• 2-3 years’ experience working in event planning or related field.
• Excellent planning and organizational skills with the ability to balance and prioritize multiple tasks and requests and meet deadlines in a professional manner.
• Proficient with computer systems, Microsoft Office Suite- including word processing, spreadsheet and database software. Donor Perfect, QuickBooks, and Volgistics preferred.
• Experience with point-of-sale software preferred.
• Ability to interact with a variety of constituencies, including co-workers, volunteers, donors and media while maintaining a positive attitude.
• Ability to work independently and be self-motivated, excellent problem solving and reasoning skills, excellent organizational skills, analytical skills, and attention to detail.
• Willing to work weekends and evenings as projects warrant.
• Must successfully pass a background check and must have a valid, current driver’s license.

Work Environment / Physical Demands:

• Ability to lift 50 lbs. and participate in physical activities required.
• Most work is preformed indoors although position may require work outdoors with exposure to seasonal weather conditions.
• Sitting at a desk for prolonged periods working on a computer and the use of standard office equipment.
• Work may require low physical effort on a daily basis such as walking, bending, stooping, and standing.
• Medium physical effort for event/rental preparation & cleanup.
• Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions of this job.

Equal Employment Opportunity (EEO) Policy: The Utica Zoo provides equal employment opportunities to all current employees and all applicants for employment, and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, natural origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.