Job Description
At Pacific Science Center, our mission is to ignite curiosity in every child and fuel a passion for discovery, experimentation, and critical thinking in all of us. Our colleagues are passionate lifelong learners who live our mission every day. Each of us commits to bring an inclusion, diversity, equity, and access (IDEA) focus in every aspect of our work. Join our collaborative team and help steward our warm, welcoming, community-learning environment at PacSci.
As part of our ongoing commitment to a diverse, equitable, and inclusive workplace, we’re invested in building teams with a wide variety of backgrounds, identities, and experiences. Data shows that women and BIPOC candidates more frequently do not apply to a job because they don’t feel that they meet all of the qualifications listed. If you have some of the knowledge, skills, and abilities listed and you share PacSci's values and support our mission, we encourage you to apply.
Position Title: Advancement Operations Coordinator
Department: Advancement
Reports to: Director, Corporate, Foundation, & Government Relations
Pay Class: Full-time Regular
FLSA Status: Hourly, Non-Exempt
The Advancement Operations Coordinator provides administrative and operational support across all components of the Advancement division, with a primary focus on development operations. This role collaborates closely with Development, Marketing, Membership, Data Analytics, and the Executive Office to support the effective day-to-day functioning of Pacific Science Center’s advancement activities.
Essential Duties & Responsibilities
Administrative Support
• Serve as administrative liaison between Advancement Division and other PacSci teams, assisting in cross-function collaboration and meeting schedules
• Prepare meeting materials, agendas, briefing documents, and follow-up items
• Maintain Advancement files, including donor proposals and reports, event and communication collateral, impact messaging, testimonial library, etc.
• Ensure and recommend best-practices around division use of Sharepoint, Asana, Tessitura, OneDrive, etc.
• Maintain, develop organize team-wide SOPs
• Advancement leadership support as needed including scheduling and coordination of internal and external meetings
• Manage Advancement supply and collateral inventory
• Monitor general donor email box, respond and/or reassign responses as needed
Development Operations and CRM Management
• Manage acknowledgment letter process including merging, mailing, review by PRMs
• Manage components of gift and check processing in collaboration with development, accounting, and P&C front office coordinator
• Tessitura administrative support (step uploads, constituent management, plan reconciliation, elevated member activation)
• Maintain donor credit lines/recognition policy
• Manage donor benefit and recognition fulfillment programs for Annual Fund, Igniter Donors Society, Corporate members, Planned Giving Society, and sponsorships
• Coordinate Advancement-related mailings including event invitations and special communications
• Manage mailing lists, production timelines, and vendor coordination in partnership with marketing/design as needed
• Assist in the review, update, and coordination of on campus donor recognition signage and donor walls.
Executive Office, Internal/External Meetings, Stewardship, Events
• Serve as back-up to Executive Assistant to the President
• Assist the Executive Assistant to the President and support staff with their assigned duties such as Board and Associate Board function supports
• Support event invitations, mailing, RSVP tracking, guest list management as needed
• Provide coordination and logistical support for Advancement events in partnership with Venue Experiences staff and Advancement leads
• Support on-site event logistics as needed
• Manage external volunteer background check process for Advancement related work
• Assist in donor stewardship and recognition of donors on an ongoing basis, including but not limited to: phone calls, personalized notes, giveaways, and other acts of donor appreciation.
Other
• Manage and fulfill org-wide donation requests
• Assume other responsibilities and new opportunities that arise with the evolving needs and aspirations of the organization.
• Center our mission, guiding principles, and strategy in planning, decision-making, and communications.
• Prioritize the people and communities we serve (program participants, guests, members, and partners) through excellent guest service (including in-person interactions, oral and written communication, collaboration, and coordination with other teams).
• Contribute to a culture that is collaborative, creative, joyful, and fun.
• Other duties as assigned.
Position Requirements:
• Advanced knowledge of Microsoft 365 Suite and effective cloud-based file sharing
• 1 year of experience working with or managing complex CRM software
• Strong understanding of business communication and meeting protocol
• Ability to model curiosity and critical thinking
• Excellent attention to detail
• Discretion when handling sensitive donor or prospect information
• Written and oral communications are clear and effective with all audiences
• Demonstrated dependability, responsibility, and ability to maintain confidentiality with sensitive information
• Ability to multitask and manage multiple ongoing projects while providing inspiring service to colleagues and visitors
• Handle difficult situations with diplomacy, focusing on solutions
• Proactively identify problems, prioritizes them effectively, and works to understand their root causes
• Demonstrated commitment to inclusion, diversity, equity, and access in every aspect of work
• Ability to take part in occasional meetings and events outside of core business hours.
Qualifications
Required
• High school diploma or equivalent
• 1+ years of administrative experience in a customer-facing role
• 1+ years of experience working with a CRM software (Tessitura or Raiser’s Edge preferred)
Preferred
• 2+ years of administrative assistant experience
• 1+ years of experience working with a board of directors, senior management, or external clients/customers
• Familiarity with nonprofits and mission-based priorities
Physical Demands & Working Conditions
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.
• Majority of work will take place at a computer workstation.
• This position requires communication over phone, email, and in-person, including the ability to present to individuals and groups.
• Will occasionally move around PacSci campus.
• Will occasionally help set up and break down events and meeting spaces, including moving objects up to 40 lbs.
• The noise level varies from low to moderate.
This position description generally describes the principal functions of the position and the level of knowledge and skills typically required. It does not constitute an employment agreement between the employer and the employee, and it is subject to change as the needs of the employer and the requirements of the job change.
Compensation
Pay is based on several factors, including market location, job-related knowledge, skills, and years of experience.
In addition to base salary, all employees receive:
• Employee PacSci Membership
Full-time regular employees (40 hrs/week) additionally recieve following benefits:
• Medical, Dental, Vision, basic life insurance, and disability insurance
• 4 weeks of vacation, 12 floating holidays, and sick pay
• 403(b) Retirement Savings
• Commuter benefits (regular employees working at least 20 hours/week)
• Employee Assistance Program
Pacific Science Center stands with those who are courageously fighting against hate, racism, and injustice. We recognize that not being racist is not sufficient. We must be actively anti-racist, and we commit to doing so. We prioritize inclusion, diversity, equity, and access in everything we do. Curiosity and critical thinking are essential to the dialogue and changes that need to happen.
Pacific Science Center complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact us at HRDepartment@pacsci.org.
