Employment Opportunities at the Foundation
Headquartered in the Graham Visitors Center at beautiful Washington Park Arboretum, the Arboretum Foundation is an exciting place to work. One of Seattle’s oldest non-profit organizations, the Arboretum Foundation is staffed by a small group of dynamic, hard-working individuals who are passionate about our mission to preserve and enhance the Arboretum.
The Arboretum Foundation provides support for Seattle’s local treasure, the Washington Park Arboretum, and its “crown jewel,” the Seattle Japanese Garden. The Foundation manages membership and volunteer programs, raises funds, and provides information and marketing services for the Arboretum and the Japanese Garden.
The Events Coordinator is a full-time, 1.0 FTE, position responsible for providing event support for both the traditional Arboretum Foundation events and the Seattle Japanese Garden events based on their combined annual events cycle. The ideal candidate has a background in event-based fundraising, experience in marketing and development, and Japanese cultural competency.
Essential Duties and Responsibilities
• Coordinating and managing the Arboretum Foundation’s Opening Night Party & Auction (February) and Summer Party (July) auctions, including recruiting and coordinating volunteers, soliciting, categorizing, and organizing auction donations. Managing auctions at the time of the events; coordinating auction set-up and delivery of items.
• Managing the Greater Giving database, including all auction item data entry; coordinating with other staff for support of auction events.
• Assisting either/both event managers for the Japanese Garden and the Arboretum Foundation in:
- Planning and managing the annual cycle of large and small events at both locations, devising programs, planning marketing strategies, obtaining permits, planning and staffing volunteer needs and working with volunteer leadership.
- Providing logistical support for educational events during daytime, evening, and weekend hours. Actively participating in all aspects of the operation of events from setup to tear down.
- Identifying and securing vendors, artists and performers for certain events.
- Basic invoicing, tracking and budgeting for events.
- Social media updates and outreach, as required.
- Updating information on organizational website and local events calendars.
- Scheduling and coordinating public, private, and school tours and coordinating training and staffing for docents and guides.
- Recruiting and scheduling volunteers for the Japanese Garden and managing volunteer data.
- Completing special projects related to fundraising and development.
- Communication and coordination with Parks Japanese Garden Staff.
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.
Required knowledge, experience, skill, and/or ability:
• Position requires a highly energetic person with a positive attitude who is driven, creative and results-oriented.
• Previous experience with at least two consecutive cycles of auction management, including procurement, staging, selling and delivering of auction items.
• Exceptional attention to detail with the ability to prioritize, organize and manage multiple projects; ability to anticipate needs, meet deadlines, problem-solve and multi-task.
• Ability to work independently and productively under pressure; adept at handling change.
• Proven experience tracking/delivering budgets and timelines.
• Excellent interpersonal, written, and verbal communication skills.
• Experience managing volunteers.
• Ability to work as part of a small team and liaise effectively with various external and internal audiences, including vendors, contractors, professional peers, and employees.
• Ability to build rapport with donors, volunteers and the public, with diplomacy, discretion and customer-service orientation.
Preferred knowledge, experience, skill, and/or ability
• Japanese cultural competency is strongly preferred.
• Interest in gardening, horticulture, open space, and/or the environment is strongly preferred.
• Marketing and development experience.
• Experience working with committees in an administrative capacity.
• Familiarity with Raiser’s Edge customer relationship management (CRM) software.
• Experience with graphics software, such as InDesign.
• 2 years of experience with MS Office (Word, Excel, Outlook) is required
• Greater Giving event management software preferred.
A 4-year degree from accredited institution, plus 3 years of relevant experience, or equivalent combination of education and experience, is required.
Special remarks regarding work environment
• This position will work some evenings and weekends.
• Ability to lift 40 pounds and help setup event booths and other items.
• Salary is commensurate with experience.
• Benefits include vacation, sick leave and 10 paid holidays, medical/ dental/ vision care, and employee-contributed retirement plan.
To apply, email a resume and cover letter to Michele Norman at firstname.lastname@example.org. No phone calls, please.
Reporting to the Executive Director the Volunteer Resources Manager is responsible for the Foundation’s comprehensive volunteer program. The Volunteer Resources Manager is in charge of recruitment, screening, assignment, orientation, and stewardship of volunteers for ongoing programs, one-time service projects, and special events. The Volunteer Resources Manager takes lead responsibility for creating a welcoming environment for volunteers, developing a meaningful recognition program that communicates appreciation and impact, and ensures that the both the needs of the Foundation and the volunteers are being met.
Volunteer Support Key Responsibilities
• Manage the Arboretum Shop. Recruit, train, and support volunteer cashiers and buyers. Oversee annual inventory.
• Manage the part-time Garden Stewards Coordinator. Support recruitment efforts for the Garden Stewards, as needed. Collaborate to ensure cohesive and coordinated communications to volunteers.
• Manage, support, and strengthen the work of Foundation Units (groups who support the Arboretum Foundation through volunteer and fundraising activities). Cultivate relationships and regularly communicate with Unit leaders, and assist as needed with Unit special events. Schedule and facilitate All-Unit Semi-Annual Meetings.
• Update volunteer job descriptions and training materials, and schedule and staff volunteer orientation events.
• Track and enter volunteer hours (except Garden Steward hours). Report hours to the City of Seattle Parks and Recreation.
• Actively participate on the Display Garden Committee. Recruit and manage an intern project manager, assist with logistics for the build, and ensure deadlines are met for the Display Garden. Recruit, schedule, and recognize all Display Garden volunteers. Assist with the Display Garden construction and plant acquisition, as needed.
• Working with the Executive Director and Events Manager, manage and train the volunteers for the Opening Night Party & Auction (Feb), which involves over 50 volunteers.
• Act as the primary point of contact for volunteers. Develop and nurture relationships with volunteers and potential volunteers.
• Work with University of Washington Botanic Gardens and City of Seattle Parks and Recreation staff to plan and coordinate physical service projects for groups in the Arboretum. Including, but not limited to, taking the lead on coordinating the Arboretum’s participation in the United Way of King County’s Day of Caring in September.
• In consultation with the Major Gifts and Outreach Manager and the Garden Stewards Coordinator, implement an outreach program to publicize volunteer opportunities and recruit new volunteers. Develop and cultivate relationships with schools, colleges, service organizations, private companies, etc., to actively recruit people of all ages to learn and volunteer in the Arboretum.
• Contribute to the quarterly newsletter.
Other Key Responsibilities
• Follow-up with prospective and current volunteers in a timely manner via email and/or telephone. Be welcoming and responsive to volunteers who stop by the office.
• Serve as a member of office team, assist in coordination and planning Foundation needs, attend meetings as required, and assist in answering office phone.
• Other duties as assigned.
• Salary is commensurate with experience.
• Benefits: Group Health medical and dental insurance, vacation & sick leave, 11 paid holidays, employee-contributed retirement plan, automatic payroll deposit.
• Position is full-time (40 hours/week); ability to work flexible hours, including frequent evening and weekends.
Desired Experience Skills
• Bachelor’s degree and five years of professional work experience.
• Ability to thrive and work effectively with limited instruction as part of a small team in a fast-paced and rapidly growing program.
• Demonstrated ability to build rapport and work effectively and professionally with volunteers, staff, Board and committee members, and the general public.
• Excellent written, verbal, and public speaking communications skills.
• Event planning including management skills.
• The ability to prioritize and organize multiple projects, “think on your feet,” meet deadlines, problem-solve and multi-task.
• Excellent computer skills, specifically MS Office products (Excel, Word, PowerPoint, Publisher or other design software) and donor management software, (Raiser’s Edge preferred). Ability to navigate Internet for recruitment needs.
• Interest in gardening, horticulture, and/or the environment/open space is required.
• Ability to lift up to 40 lbs.
Screening will begin on Monday, November 23. Applications will be accepted until the position is filled. Submit electronic resume, cover letter, and a writing sample to:
2300 Arboretum Drive East
Seattle WA 98112-2300