Description:

Position Title: Development Coordinator

Reports To: Development Officer

Department: Development

Status: Full-Time, Non-Exempt

I. SUMMARY

The Development Coordinator reports to the Development Officer and is a core member of the fundraising team.

II. ESSENTIAL JOB FUNCTIONS

The Development Coordinator’s primary duties are:

1. Auction. Take the lead role on the Development Team to coordinate Turtle Bay’s Annual Auction (includes budgeting).

2. Fundraising Events. Plan, execute, and manage Jingle Bell Fun Run and New Year’s Eve events. Work as a member of the team to assist with Caffeinate For A Cause and Giving Tuesday.

3. Friend-raising Events. Plan, execute and manage “Friend-raising Events”. These are events in which the primary focus is building relationships, and showing gratitude to donors. These include: VIP Exhibition Opening Events, Funding Families Events, and the coordination of the many special events that are won at the Turtle Bay Auction and must be planned and executed for our donors throughout the year.

4. Sponsorship Revenue. Conduct outreach to set potential new donor meetings with the goal of building new relationships that might result in securing donations of all kinds to help achieve the Development Department’s annual fundraising goals.

Key to this position is the ability to take a lead role while also learning and growing. Successful candidate will be a strong communicator both in writing and verbal communication skills, proactive, curious, tenacious, highly organized, flexible, and have excellent attention to detail. Must establish and maintain positive relationships with donors, staff, vendors, volunteers, and the public.

1. Auction

• Responsible for the successful coordination of Turtle Bay’s annual auction (primary months: August – March). Year-round attention is needed.
• Serve as the primary member of Development team to manage the procurement of all Auction items and packages. All team members help in this effort,
• Serve as the primary member of Development team to budget, plan, promote, implement, and report on/analyze the Auction event.
• Supervise and foster positive relationships with all Auction committee volunteers and staff, oversee expenditures, and manage progress of auction item procurement.
• Maintain and manage the Procurement spreadsheet as well as all Auction-related forms and systems.
• Recruit new Auction Volunteers.
• Manage the MaxGiving database to ensure system integrity and accuracy, generating reports as needed.
• Work with Creative Services to develop and distribute marketing materials including save-the-date cards, invitations, raffle tickets, and signage.
• Key part of the team to ensure that we reach the Auction revenue goal. 2026 Goal: $242,000

2. Fundraising Events

• Serve as the primary member of Development team to budget, plan, promote, and implement Jingle Bell Fun Run, New Year’s Eve, and possibly other community fundraising events. New events may be added and/or this position may assist in established events such as Caffeinate For A Cause, Giving Tuesday, Private Access Garden of Lights Nights, Funding Families recruitment events, and others.
• Able to recruit individuals to participate and create relationships for desired repeat involvement.
• Responsible for working with the team to achieve the projected revenue for each event as outlined in each budget.
• Possible smaller events and receptions as assigned.

3. Friend-raising Events. Serve as a key member of the Development team to help plan and implement VIP exhibition openings (approx. 3 per year), Auction-related fulfillment events such as dinners, special activities, and various smaller gatherings, and help with Funding Families events.

4. Sponsorship Revenue. Work closely with the Development Director to conduct outreach and meetings that will result in growing Turtle Bay’s network of supporters. Conduct outreach with the goal of securing new donors in an effort to grow donor revenue for a variety of events and/or exhibitions and program sponsorships. These include: Brews By The Bridge, Oktoberfest, Jingle Bell Fun Run, New Year’s Eve, and others as applicable. New events may be added.

III. FUNDRAISING

• Work to identify and secure event-related sponsors for event under-writing, in conjunction with the Development team and considering each event’s budgeted revenue goals.
• Work closely with the Development Officer to help achieve annual sponsorship revenue goals.
• Conduct outreach and set meetings to meet to potential new donors.

IV. DEPARTMENT SUPPORT

• Assist with outreach booths as needed.
• Provide backup assistance, as needed, to process daily contributions and generate appropriate acknowledgments.
• Maintain confidentiality about donors, board members, staff, and other sensitive organizational issues.
• Possible grant research, writing, and reporting; and additional support to the Development team as assigned, with the objective of contributing directly to the organization’s short- and long-term fundraising goals.
• Additional duties as assigned.

V. STRATEGY & BUDGETING

Be a strong member of the development team in the department’s efforts to plan, promote, budget and implement successful fundraising events. Help to evaluate events and department processes to continue to produce relevant and successful outcomes (participants and revenue). Successfully create, report, and maintain relevant budgets.

Requirements:

I. EDUCATION AND EXPERIENCE

• Associate degree and/or Bachelor’s degree preferred
• Demonstrated experience in professional event planning and/or fundraising.
• Demonstrated experience in customer support/service.
• Supervisory experience/knowledge/aptitude a plus.
• Database experience is a plus (specifically, knowledge of Altru and auction planning software).
• Other computer skills necessary: Word, Excel, Canva, Outlook, Google Drive

II. SUPERVISORY RESPONSIBILITIES

• The Development Coordinator is often responsible for supervision, delegation, and management of event volunteers and assigned Turtle Bay staff when working at events.

III. KNOWLEDGE, SKILLS, AND ABILITIES

• Excellent organizational and customer service skills essential.
• Excellent interpersonal and communication skills, both written and oral, required.
• Strong computer skills necessary (Microsoft Word, Excel, Publisher; Google Docs; Canva; Internet savvy)
• Must be able to project professionalism, and understand the vision, and mission of Turtle Bay in order to successfully communicate with sponsors, donors, vendors, and volunteers.
• Must be able to project professionalism, and understand the vision, and mission of Turtle Bay in order to successfully communicate with sponsors, donors, vendors, and volunteers.
• Background in a museum environment desired; knowledge of Turtle Bay Exploration Park preferred.

• Must be able to work independently or with direct supervision and able to work flexible hours, including evenings, weekends, and extended, as needed.
• Requires a valid California driver’s license and ability to provide a clean DMV report upon request.

NOTE: These statements are intended to describe the general nature and level of work involved for this job. It is not an exhaustive list of all responsibilities, duties, and skills required of this job.

IV. INSTITUTIONAL RESPONSIBILITIES

All staff members play an important role in supporting and advancing the Turtle Bay’s mission and vision for our role in the community. As such, we seek candidates who will share our path to:

• Support the museum’s mission to inspire wonder, exploration and appreciation of our world, and share our vision of TBEP as a vibrant gathering place where our community is strengthened through education, cultural engagement and economic growth.
• Uphold our core values in one’s day-to-day work including playfulness, real-world experiences, interdisciplinary learning, community, lifelong learning, integrity, and sustainability.
• Contribute to a positive organizational culture based on respect, cooperation, professionalism and teamwork, as we strive together to achieve our mission and vision.

N - Never 0% O - Occasionally 1-32% F - Frequently 33-65% C - Constantly 66-100%

1.) How much on-the-job time is spent in the following physical activities?

Standing - F

Walking - F

Sitting - C

Talking, Hearing - C

Feeling, Fingering, Grasping - C

Climbing, Balancing - O

Crouching, Crawling, Kneeling - O

Reaching with Hands and Arms - F

Tasting, Smelling - O

N - Never 0% O - Occasionally 1-32% F - Frequently 33-65% C - Constantly 66-100%

2.) Does this job require that weight be lifted or force be exerted?

Up to 10 pounds - F

Up to 50 pounds - O

Up to 100 pounds - N

More than 100 pounds - N

N - Never 0% O - Occasionally 1-32% F - Frequently 33-65% C - Constantly 66-100%

3.) Does this job have any special vision requirements?

Looking at CRT - C

Color Vision (identify and distinguish colors) - F

Peripheral, Depth Perception - F

Ability to Adjust Focus - F

N - Never 0% O - Occasionally 1-32% F - Frequently 33-65% C - Constantly 66-100%

4.) How much exposure does this job have to the following environmental conditions?

Blood, Body Fluid - O

Toxic Chemicals - O

Moving Parts - O

Electrical Shock Risk - O

Explosives - N

Fumes - O

Extreme Cold (non-weather) - N

Extreme Heat (non-weather) - N

Severe Hot Weather - O

Severe Cold Weather - O

5.) How much noise is typical for this job's work environment?

• ___X__ Very Quiet (Example: Forest trail, isolation booth for hearing test) Quiet (Example: Library, private office)
• ___X__ Moderate Noise (Example: business office with typewriters/printers, light traffic)
• _____ Loud Noise (Example: Metal can manufacturing, large earth moving equipment)
• ____ Very Loud Noise (Example: Jack hammer work, front row rock concert)