Title: Donor Relations Specialist

Employment Status: Full Time (Exempt)

Department: Administration/Development

Reports to: Executive Director & Development Director

Supervises: Volunteers (as needed)

GENERAL DESCRIPTION: Working under the supervision of the Executive Director and the Development Director, the Donor Relations Specialist (DRS) is responsible for assisting with EQUI-KIDS’ resource development, marketing and communications efforts. The primary objective of this position is to provide comprehensive administrative support to the executive leadership and development department, with a focus on office and fundraising support, effective database management and reporting, website and social media content maintenance and updates, event logistics and donor stewardship efforts. As necessary, the DRS will assist in the recruitment and monitoring of volunteers to help with department efforts. 

CORE RESPONSIBILITIES

Office Support/General: 

• Maintain donor communication materials and inventory of general development team supplies
• Provide general clerical support, such as word processing, proofreading, faxing, copying, filing, broadcast e-mailing, and tracking of programs and schedules
• Answer general development phone inquiries
• Provide professional assistance and interaction with donors via phone, computer and in person
• Provide support when acknowledging appropriate financial and in-kind donations by correspondence
• Support fundraising staff to generate development reports from database (sponsors, major donors, individuals, lapsed donors, etc.)
• Schedule and assist with various staff and volunteer leadership meetings
• Provide vision, energy and passion for the organization’s mission, values and integrity in all aspects of the job

Fundraising Support:

• Prepare gift acknowledgement letters, board of directors thank-you notes, new donor letters, anniversary cards and make thank-you calls
• Prepare online donation pages as specified (Salesforce, Google and Microsoft-based applications)
• Compile and format reporting data (monthly, quarterly, annual and on-demand as needed)
• Compile mailing lists
• Create and update collateral materials to support gift cultivation, including both print and electronic media
• Provide primary management of social media accounts
• Manage website content
• Gather information to create and format annual report with support from department team members
• Maintain thorough, accurate database records and create fundraising reports and other database reports, as needed
• Provide fundraising support for committee/board and team meetings, including document creation, donor research and donor prep
• As appropriate, provide prospect research for Executive Director, Development Director and key stakeholders, including board members
• Assist fundraisers with the planning, strategy and implementation of mailings and other communications

Database support:

• Serve as Salesforce donor database subject matter expert with responsibility for infrastructure, protocols, data entry systems, gift processing and report writing 
• Help implement new database capabilities, identify and implement processes and improvements to ensure the integrity of the database, including troubleshooting, identifying inconsistencies and making corrections 
• Work closely with accounting and program departments to ensure integration of department activities
• Specific tasks include:
• Build queries/reports
• Run reports
• Maintain account contact/journal records
• Implement and manage processes for communications and updating donor contact information
• Serve as accounting liaison to create database queries that support audit schedules and various monthly, quarterly and annual accounting reports, and conduct monthly reconciliation between accounting and Salesforce
• Work with organization leadership to conduct database management training sessions to increase database skill and generate organization-wide database procedures and expectations, in conjunction with critical staff

Event Support:

• Represent EQUI-KIDS by attending luncheons and/or other social functions
• Assist with coordination of campaign, donor cultivation and other special events logistics
• Solicit in-kind donations for various events
• Solicit vendor discounts and in-kind donations across all departments for various needs

KNOWLEDGE, SKILLS, ABILITIES:

• Good understanding of private philanthropy as it relates to nonprofit organizations and a knowledge of fundamental disciplines of resource development
• Excellent written and oral communication skills
• Exceptional organizational skills and attention to detail
• Excellent interpersonal skills to establish, build and maintain effective working relationships with colleagues, board/committee members, donors, participants, caregivers and volunteers
• Self-motivation and the ability to work independently with low to medium supervision
• Willingness and ability to handle concurrent tasks and make appropriate judgments and decisions
• Ability to maintain a high level of confidentiality
• Team player attitude
• Occasional flexibility to work longer hours, evenings and weekends as needed
• Valid driver’s license and proof of auto insurance
• Ability to pass a background check
• Be in agreement with this position description
• Be in agreement with the policies and ethical guidelines of EQUI-KIDS, the Association of Fundraising Professionals and applicable professional organizations
• Willingness to perform other projects and tasks as assigned

EDUCATION & EXPERIENCE:

Preferred:

• BA/BS degree
• Minimum two to three years of development and fundraising experience in a nonprofit setting
• Proficiency in Salesforce
• Previous webmaster and social media campaign experience
• Knowledge of WordPress
• Background with special needs, military and/or animal-related nonprofit work

Required:

• High school diploma or equivalent
• Two to three years of experience working with a CRM system or donor database
• Proficiency in Google applications and Microsoft Office

PHYSICAL DEMANDS:

• While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 40 pounds.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT:

• Generally indoors with a workspace designated solely for her/him
• Occasional work outdoors with exposure to weather conditions prevalent at the time 
• Periodic work off site or at special events
• Moderate office noise level
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

JOB STATUS:

• FLSA Classification: This position is exempt according to guidelines of the Fair Labor Standards Act and, as such, an individual in this position is not eligible to receive overtime pay. 
• An individual in this position will regularly work a schedule consisting of 40 hours per week, working 9:00 a.m. to 5:00 p.m. Monday through Friday.
• This position’s primary work site is the EQUI-KIDS facility located in Virginia Beach, VA. 

This position will remain open until filled.

Apply via email to: careers@equikids.org.

No telephone calls or personal inquiries, please.

Job Title: Farm Maintenance Technician

Reports to: Site Supervisor

Objective: To carry out the duties associated with the maintenance, upkeep and safety of the program site and operations, as deemed necessary by the Executive Director

Qualifications:

• Must be over 21 years of age
• Must be able to multitask in a fast-paced environment and work independently
• Must have applied working knowledge of mechanical, electrical, HVAC, VFD, plumbing, water and irrigation, drainage, alarm systems and safe operating practices
• Ability to organize and prioritize tasks, working independently to complete tasks as needed
• Ability to lift 60 lbs. and perform hard, physical labor on a daily basis
• Ability to operate and supervise the safe operation of all farm machinery, facility vehicles, equipment and power tools
• Must be able to interact and work cooperatively with others
• Must have reliable transportation and maintain a current Virginia driver’s license
• Must be able to represent EQUI-KIDS in a professional, courteous and cheerful manner
• Excellent written and oral communication skills a must
• Proficiency with typing skills
• General familiarity with program and business aspects of therapeutic riding program preferred

Responsibilities:

• Helps manage all site operations, facilities staff and volunteers to maintain grounds, buildings and equipment
• Serves as liaison for building and construction projects
• Collaborates on, performs and plans for the general maintenance of the buildings and property
• Shares responsibilities for routine maintenance, upkeep and repair of farm machinery, vehicles and equipment, and record keeping of maintenance and repairs
• Performs grounds maintenance, including but not limited to lawns, pastures, fencing, arena footing, trails and drainage ditches, and coordinates with lawn maintenance contractor for every other week service
• Maintains property and pasture fences, control systems (hotwire) and gates
• Works with the Barn Manager to manage, control and dispose of manure
• Shares responsibility for conducting routine, scheduled checks of equipment and systems, including fire alarms, extinguishers and emergency lighting, and maintains record of inspections
• Works with Volunteer Coordinator to assist, plan, organize and supervise projects for volunteer individuals and groups
• Ensures correct and timely information and filing of reports to national, state and local organizations related to the operation of the organization
• Schedules and maintains organizational contracts
• Obtains quotes and materials as needed for jobs, equipment, etc.
• Works with staff in property preparation and clean up for special events
• Performs other duties as assigned by Site Supervisor and/or the Executive Director

Reviews:

Periodic evaluations will be made to all employees to monitor progress and note any discrepancies or added responsibilities

Examples of ongoing activities (may not be fully inclusive):

Daily Responsibilities:

• Water and harrow the indoor arena (if needed)
• Harrow dressage ring (if needed)
• Check email and meet with Site Supervisor and/or Executive Director to go over plans 
• Check with morning barn staff to review any problems
• Check task lists for any actions needed and initiate corrective action
• Help manage trash removal from admin and barn to dumpster
• Visually inspect gators, tractors and golf cart; start/warm-up tractors before use
• Stage equipment for day’s work
• Stage equipment and tools for volunteers; give direction and supervise
• Maintain shavings/manure pile by trail when needed
• Wash down vehicles at the end of the work day before parking

Weekly:

• Inspect property including trails, fences, solar fencer units, hotwires
• Maintain the levels of fuel for all farm vehicles
• Make manure runs as needed
• Maintain the appearance of the property and outlying parcels to include Sandbridge Road and pond area for all trash removal
• Participate in ongoing construction, excavation, and maintenance of facilities and for special projects
• Mow property giving priority to outdoor arena, admin, Sandbridge Road, Heritage Park and Pastures 
• Edge property and fence lines 
• Make fuel runs as needed
• Make trips to vendors for repair parts and supplies for equipment and projects
• Maintain trails, removing debris, blowing leaves and flat dragging as needed
• Lubricate/grease farm equipment, per their operations manual schedules

Monthly:

• Test fire alarms and emergency lights
• Conduct monthly fire drills 
• Inspect fire extinguishers
• Ensure that all vehicles are performing properly, checking tire pressure and fluid levels, etc.
• Make sure all lights are working properly (both interior and exterior), including maintaining light timers for parking lot and pastures, resetting timers after power outages and daylight savings time
• Inspect and spray for insects in the admin offices, volunteer lounge and cottage
• Spray for weeds in the parking lot (bi-weekly as required in spring/summer/fall)
• Inspect the admin HVAC drip pan (above ceiling in admin) as needed after storms
• Maintain drainage ditches on property and trails, especially after heavy rain
• Make repairs as noted on monthly “Stall Report” submitted by barn staff
• Check acid levels in golf cart batteries

Quarterly:

• Fill potholes in parking lot and driveways, if needed

Semi-Annually:

• Inspect and lubricate garage doors
• Power wash garage doors
• Inspect, test Variable Frequency Drive unit (in laundry room)

Annual:

• Ensure required annual inspections are performed and documented: fire hydrant flow test, fire extinguishers, fire alarm system, fire door to arena, window shutters in arena, backflow preventer
• Prune knockout roses throughout property
• Install horse stall fans and industrial fans in barn and indoor arena (Spring: when temperatures dictate)
• Remove, clean and store horse stall fans and Big Ass fans (October)
• Remove bird nests from barn
• Inspect, clean and lubricate stall doors
• Inspect, add or compact dirt around nine horse run-ins in pastures
• Inspect and make adjustments when needed to 36 hurricane tie down wires and straps on horse run-ins
• Inspect all gutter systems around the arena, barn and admin building
• Pressure wash barn floors 
• Clean woodwork and stall walls in the barn; power wash if needed
• Plan, organize, prepare, set up and stage for Day of Caring
• Support staging and preparations for onsite events or activities (examples: 5K run, Warrior Cup Cornhole Tournament, Stall Ball and Horse Show)
• Reset and activate light timer for pastures to support horse turnout after dark
• If fly spray system is active, make repairs, if needed, and prepare for fly season, and flush and drain system after season ends

Job Title: Barn Staff

Reports to: Barn Manager

Objective: The objective of the Barn Staff is to carry out the duties associated with the feeding, stall care, and maintenance of the program horses and ponies as instructed by the Barn Manager, Assistant Barn Manager, Program Director or Executive Director.

Salary/Terms: Each member of the barn staff will be paid on the 15th (last eligible work on 14th) and last day of the calendar month (last eligible day of work is one day prior) based on shifts worked. Shifts consist of two hours (6:00-8:00 a.m.), four hours (3:00-7:00 p.m.) and others to include, but not be limited to, night checks, lunch feeding, storm coverage, event staffing, as agreed upon with supervisor. Expressed written authorization for overtime due to emergency conditions should be submitted with timesheet for processing for each pay period.

Qualifications:

• Must be over 18 years of age
• Must have a minimum of one (1) year experience working with horses
• Must have working knowledge and understanding of horses and horse behavior
• Must have reliable transportation
• Must be able to take temperature/pulse and have basic medical understanding for equine emergency
• Ability to manage time effectively and manage multiple projects
• Adaptable and flexible in a busy environment
• Must be able to represent EQUI-KIDS in a professional, courteous and cheerful manner
• Must be willing to comply with all employment manual stipulations including timekeeping, drug testing, dress code, time off request processes and anti-discrimination/harassment policies

Responsibilities:

• Provides daily care and feeding of all horses, ponies and other animals on property as scheduled
• Cleans stable area, including stalls, on a daily basis
• Provides water and hay to all horses, ponies and other animals as scheduled
• Administers medications and/or supplements as requested by their managers
• Examines all horses and ponies for lameness, injury or sickness as it travels to/from the barn
• Contacts Barn Manager and/or Assistant Barn Manager and/or Program Director concerning equine and/or human emergency
• Sweeps aisles, remove cobwebs and ensure daily cleanliness of all barn areas
• Responsible to work all shifts assigned or find appropriate staff to cover with manager approval
• Records time daily, following completion of each shift
• Performs other duties as assigned by Barn Manager, Assistant Barn Manager, Program Director and/or Executive Director

Reviews: Periodic evaluations will be made for all employees on an ongoing basis and in written form commencing at one year of employment and each subsequent year.

Job Title: PATH/Therapeutic Program Instructor

Reports to: Program Director

Supervises: Team Leaders, Barn Volunteers and Lesson Volunteers

Objective: To provide mounted and unmounted equine-assisted activities to EQUI-KIDS Therapeutic Riding Program participants and further the program outreach within the community. Position is salaried, not to exceed 35 work hours per week.

Qualifications:

• Must be a certified instructor through PATH, Intl. accreditation and maintain certification to instruct at EQUI-KIDS
• Must have a current First Aid/CPR certification at all times
• Requires a minimum of three (3) years of instructional experience or internship
• Ability to supervise individuals working with the program (Team Leaders, Lesson Volunteers)
• Must have reliable transportation and maintain a current Virginia driver’s license with ability to transport MEO trailer
• Ability to communicate effectively and enthusiastically with others
• Willingness to further education through workshops, clinics and related seminars
• Ability to meet required time commitment to serve as a full time Program Instructor

Responsibilities:

• Provides lesson instruction in a safe, nurturing environment
• Provides polite guidance and direction to lesson volunteers
• Must be familiar with a wide range of disabling conditions and therapies for program clients
• Mentors new Instructors and Instructors in training
• Trains new volunteers in partnership with Volunteer Coordinator
• Coordinates with Team Leaders to determine the number of volunteers needed for each session
• Maintains progress notes for each student after each session and tracks performance
• Maintains a positive, nurturing relationship with parents and guardians of minor riders, as well as adult participants
• Oversees management of barn volunteers, including delegation of assigned duties to ensure barn and turnout facilities are properly maintained by barn volunteers
• Assists in the grooming, tacking and schooling of horses/ponies to be used in the lesson program
• Manages and maintains all equine and barn-related electronic reporting, including horse records, horse care workbook, schooling logs, horse usage logs, monthly stall checks, and review of equine first aid kits and human first aid kits
• Ensures all equine equipment, including saddles, bridles, halters, etc. is in good repair and working order at all times
• Completes check and tack cleaning lists monthly
• Performs barn checks on all animals in the morning
• Assists Barn Manager in care and conditioning of equines
• Responsible for offsite equine-related tasks, including feed runs and medical care
• Reports to the Program Director regarding all lesson/program events
• Assists with promoting EQUI-KIDS at community events (including transport and setup of MEO), engages local schools through onsite speaking engagements, and encourages program development and ridership participation through outreach efforts
• Monitors helmets for expiration dates and condition quarterly and as needed
• Maintain Hurricane Binder located in the Instructor’s office

Reviews: Periodic evaluations will be made to all employees to monitor progress and note any discrepancies or added responsibilities. Annual evaluations are mandatory.