Careers and Values

Reports to: Director of Development

FLSA Status: Non-Exempt  

Pay: $22.00 – $28.00 per hour

Company Overview

The Ocean Institute (OI) has redefined its future through a newly developed strategic plan and priorities that include research, education, conservation and excellence. Located on the waterfront in Dana Point Harbor, the Ocean Institute is a federally recognized 501c3 nonprofit. Working at OI offers a unique educational environment and ability to demonstrate your appreciation for the ocean. Its enviable location creates the opportunity to build meaningful bonds within the community, as well as inspire and influence future stewards of the ocean. OI’s mission “Using the ocean as our classroom, we inspire children to learn”, allows anyone with a passion for the ocean to utilize their skills in a positive, productive environment.

Overview

The Development and Board Relations Assistant supports the Ocean Institute’s mission by leading donor stewardship, Board governance, Associate Board engagement, grant administration, and strategic fundraising coordination. Working closely with the Director of Development & Marketing, this position serves as the primary coordinator for the Board of Directors and Associate Board of Directors while strengthening donor relationships,
supporting foundation partnerships, and advancing departmental fundraising initiatives.

This role serves as a member of the Development team by coordinating complex projects, improving department workflows, and providing day-to-day guidance and support to the Development Administrative Associate. The ideal candidate is an exceptional communicator, relationship builder, and project manager who thrives in a collaborative, mission-driven environment.

Essential Duties and Responsibilities

• Board of Directors Relations
  • Support the President/CEO and Director of Development with all Board of Directors and Board Committee meetings, including scheduling, sending out board packets, presentations, meeting minutes, and follow-up communications.
  • Maintain Board governance documents, policies, bylaws, committee rosters, and annual calendar.
  • Support the President/CEO and Director of Development with Board member onboarding, orientation, and continuing education materials.
  • Serve as the primary liaison for Board communications and administrative support.
  • Maintain Board records, confidential documentation, and governance files.
  • Attend Board and Board Committee meetings to provide administrative support, maintain internal leadership notes, document action items, and coordinate follow-up tasks for the Ocean Institute leadership team.
  • Coordinate all meeting logistics, including room setup, printed materials, Zoom arrangements, meal ordering, audiovisual needs, and attend Board meetings to provide administrative support.
    
• Associate Board of Directors (ABOD) Relations
  • Coordinate recruitment, onboarding, engagement, and retention of Associate Board members.
  • Coordinate all Associate Board meetings, including scheduling, agendas, meeting materials, meeting minutes, follow-up communications, and action item tracking.
  • Coordinate all meeting logistics, including room setup, printed materials, Zoom arrangements, meal ordering, audiovisual needs, and attend meetings to provide administrative support.
  • Maintain Associate Board records, annual calendars, membership rosters, and governing documents.
  • Support Associate Board fundraising initiatives, volunteer engagement, committee activities, and leadership development.
  • Serve as the primary liaison for Associate Board communications and foster meaningful engagement with Ocean Institute’s mission and philanthropic priorities.
    
• Donor Relations & Stewardship
  • Coordinate donor stewardship plans and recognition programs.
  • Prepare personalized donor communications, impact reports, and stewardship materials.
  • Coordinate donor tours, meetings, cultivation opportunities, and follow-up activities.
  • Track stewardship touchpoints and donor engagement activities.
  • Assist with major gift prospect research, briefing materials, and pipeline management.
  • Coordinate donor recognition opportunities and naming acknowledgments.
    
• Grants & Foundation Relations
  • Coordinate grant proposal development, submissions, reporting, and compliance.
  • Maintain grant calendars, reporting schedules, and foundation records.
  • Collaborate with internal departments to gather program outcomes, data, stories, and supporting documentation.
  • Support the preparation of grant reports, proposals, budgets, and supporting materials.
  • Support foundation stewardship and relationship management.
    
• Development & Fundraising
  • Support annual fundraising events and campaigns and strategic development initiatives.
  • Prepare fundraising reports, dashboards, and performance metrics.
  • Conduct prospect research and maintain prospect tracking systems.
  • Coordinate sponsorship materials, donor presentations, and impact reports.
  • Collaborate with Marketing to ensure consistent donor communications and stewardship messaging.
  • Identify opportunities to improve fundraising systems, workflows, and donor experience.
    
• Department Coordination
  • Provide day-to-day workflow coordination, training, and guidance to other support staff supporting development and donor relations.
  • Assist in developing and documenting department procedures, templates, and best practices.
  • Coordinate cross-department initiatives supporting fundraising, donor engagement, and governance.
  • Support the Director of Development with strategic initiatives, special projects, and departmental planning.
  • Serve as a department resource for Bloomerang, development processes, and fundraising best practices.
  • Participate in Ocean Institute signature events including the Annual Gala, Maritime Festival, donor cultivation events, Volunteer events, and other organizational initiatives.
  • Other duties as assigned.

Education, Experience, and Qualifications

• Bachelor’s degree in nonprofit management, business administration, communications, marketing, public administration, or a related field, or equivalent experience.
• Three to five years of progressively responsible experience in nonprofit development, donor relations, Board administration, grant management, or fundraising.
• Experience supporting executive leadership and governing boards preferred.
• Experience coordinating grants, donor stewardship, fundraising campaigns, or volunteer leadership programs preferred.
• Strong project management and organizational skills with the ability to manage multiple priorities and deadlines.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to exercise discretion and maintain confidentiality.
• Strong attention to detail and commitment to accuracy.
• Ability to work independently while collaborating across departments.
• Passion for Ocean Institute’s mission and commitment to exceptional donor stewardship and volunteer engagement.

Computer & Equipment Skills

• Microsoft Office Suite (Word, Excel, Outlook, Power Point, Ect.)
• Google DRIVE (Sheets, Forms, Folders, Etc.)
• ASANA, or ability to learn.
• CANVA, other graphic design applications, or ability to learn.
• Bloomerang CRM, Bloomerang Fundraising, or ability to learn.
• Highly competent in various computer and online programs

Physical and Mental Requirements

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. The Company will provide reasonable accommodations to permit individuals with qualified disabilities to perform the essential functions of the position as may be required by law.

• Standing- Under 1/3 of the time
• Walking- Under 1/3 of the time
• Sitting- Over 2/3 of the time
• Stooping/Bending- None
• Balancing, Kneeling, Crouching, or Crawling- None
• Climbing- None
• Using Hands to Manipulate, Handle, or Feel- Over 2/3 of the time
• Reaching with Hands and Arms- Under 1/3 of the time
• Lifting, Carrying, Pulling, or Pushing up to 10lbs- Under 1/3 of the time
• Talking and Hearing- Clear speech and good hearing, both face to face and on the phone; hears well in noisy social environments
• Seeing- Clear vision at 20 inches or less, with or without corrective lenses; vision sufficient to drive moter vehicles safely, with or without corrrective lenses
• Reasoning and Mental Abilities- Uses critical thinking skills to interpret information furnished in written, verbal or schedule form. Makes sound decisions and sets goals based on available information and evaluates situations and requirements to plan and adjust work accordingly. Projects accurate future occurrences based on current or historic data. Must be able to work independently and without direct supervision; able to make decisions about the severity of variable situations and evaluate the most appropriate response; able to make appropriate decisions related to customer requests.
• Work Environment and Exposures-The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. The Company will provide reasonable accommodations to permit individuals with qualified disabilities to perform the essential functions of the position as may be required by law.

Equal Opportunity Employer

Ocean Institute provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Ocean Institute complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.Ocean Institute expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran tatus. Improper interference with the ability of Ocean Institute’s employees to perform their job duties mayresult in discipline up to and including discharge

Work Location: In person