Grants & Foundation Coordinator
Position Title: Grants & Foundation Coordinator
Department: Development
Position Status: Full-time, Exempt
Reports To: Development Director
FLSA Status: Salaried, Exempt
Job Summary:
This full time position is designed to support the development and planning efforts of the Board, the Donor Relations Committee, and the Development Director. The position reports to the Development Director. The major areas of accountability for this position are successful funding of foundation (local, regional, national; corporate and endowed) and government (state, local, and federal) proposals for both capital and programmatic projects and successfully obtaining corporate sponsorships for various exhibits and projects throughout the Zoo. In order to accomplish these duties, the Foundations & Grants Coordinator will conduct significant research and maintain relevant relationships with corporate and foundation representatives, as well as stewarding them. This position is one of the primary writers and editors for the Development Department.
Essential Functions:
Grant and Foundation Research and Preparation
- Researches potential funding sources, including foundations, and government sources. Maintains knowledge of applicable funding deadlines and guidelines governing these sources and maintains this information in a format that can quickly be used to identify possible sources of support for Zoo initiatives.
- Researches and writes various proposals including programmatic, operating and capital requests.
- Writes, edits, and submits foundation and governmental proposals on behalf of the Zoo in hard copy and through electronic submission processes. Maintains or obtains such materials as may be required to support the Zoo’s submission, including tax identification, Board membership lists, financial reports, and other similar materials.
- Writes, edits, and submits concept documents and initiative descriptions for a variety of other audiences, including major gift and corporate prospects for routine Zoo operational support, sponsorships, capital campaigns, and specific initiatives.
Grant and Foundation Gift Management and Reporting
- Undertakes such procedures and steps as may be necessary to receive and acknowledge the support of foundations and governmental sources, including preparing response letters, registering the support in the Development database, coordinating the receipt of funding with the Finance Director, and providing such other information as may be requested by the funder.
- Monitors the Zoo’s fulfillment of such conditions as may be associated with the grants and support received, including report submission deadlines and content, performance measures, and progress toward goals and objectives identified in the original proposals. Supports or ensures the implementation of this fulfillment as assigned.
- Identifies issues associated with funding condition fulfillment to the Director of Development in a timely manner so that issues can be resolved.
- Develops and cultivates excellent working relationships with foundation program officers, and both corporate and government representatives. This includes working with Board members and other volunteers who have relationships with foundation officers and corporate and government representatives.
- Monitors the relationships with the Zoo’s more consistent funders. Arranges for meetings with these funders as appropriate.
Additional Office Functions
- Provides such additional writing support to the Development Department as may be requested, including drafting and editing materials for publication and release in hard copy or through electronic means
- Attends volunteer and staff meetings, as needed or as assigned
- Attends Donor Relations Committee meetings of the Board of Directors as needed or as assigned
- Attends Zoo events, as needed or as assigned. These events are primarily the Gala event and fund raising events of the Zoo as a whole
- Organizes and executes behind the scenes tours and donor cultivation events.
- Contributes to writing and production of the donor newsletter, Zoo Connections, which is distributed three times a year.
Education/Experience/Knowledge/Skills:
At least five year’s experience in a fast-paced, deadline oriented development department with a history of increasing responsibility. Specific and successful experience in planning, research, and writing a full range of grant proposals is required. Experience in working with funders and the ability to develop a rapport and excellent communications with a wide range of funders. Proficiency in data base management and Microsoft Office. Excellent people skills, organizational skills, writing skills, communication skills, phone skills, attention to detail, highly motivated, and the ability to work as part of a team are all valued.
Individuals with a background in and credible understanding of wildlife, conservation, zoos, and other relevant fields, highly desired.
Performance Factors:
The Foundations & Grants Coordinator spends much of her/his time developing proposals, that is conceptualizing, researching, organizing and writing them, developing rapport with funding contacts, following up on specific solicitations, and charting progress toward goals. She/He will also write the follow- up reports. He/she will attend a variety of meetings and will interface with prospects, donors and other volunteers on a regular basis.
- Attendance and Dependability: The employee can be depended on to report to work at the scheduled time and is seldom absent from work. Employee can be depended upon to complete work in a timely, accurate and thorough manner and is conscientious about assignments. Must be able to work occasional weekend days and evenings.
- Communication and Contact: The employee communicates effectively both verbally and in writing with superiors, colleagues, and individuals inside and outside the Zoological Society. Must have exceptional data entry and word processing skills, as well as proficiency in the Microsoft Office Suite and with databases, and display high attention to detail and accuracy. Must have access to a car and be available for contact by phone.
- Organizational Skills: Must be able to work on multiple projects at the same time and be highly organized. Must maintain poise under pressure. Must be familiar with research techniques online and in hard copy and be able to perform prospect research quickly and thoroughly.
- Relationships with Others: The employee works effectively and relates well with others including superiors, colleagues, and individuals inside and outside the Zoological Society. Must be a team player with the ability to work independently. Exhibits a professional manner in dealing with others, and works to maintain constructive working relationships.
- Provides excellent customer service in the areas of guest relations and park beautification:
- Answers visitor inquiries or finds someone who can;
- Is knowledgeable of location of exhibits, restrooms, concessions, rentals, etc.
- Disposes of litter and waste throughout the park and zoo facilities.
Physical Requirements:
- Manual dexterity to operate office machinery such as personal computer, telephone, facsimile machine, copier, calculator, etc.
- Position is primarily sedentary, usually sitting for long periods of time in an office setting. Special events may require work outdoors in the park.
Please email a resume, cover letter and references to hr@pittsburghzoo.org. Please include salary requirements. Applications which do not include salary requirements may be disqualified. EOE