Job Details | Animal Programs Admininstrative Assistant

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Chicago Zoological Society

Location: BrookfieldIL 60513 Document ID: A8323-33K8 Posted on: 2014-09-1109/11/2014 Job Type: Temporary

Job Schedule:Part-time
2014-10-11
 

Animal Programs Admininstrative Assistant

Since the opening of Brookfield Zoo in 1934, the Society has had an international reputation for taking a cutting-edge role in animal care and conservation of the natural world. Among its historical firsts are indoor multispecies exhibits, zoo nutrition residencies, methods for animal husbandry, and medical care that includes successful brain surgery for a gorilla. In building its legacy of animal care and compassion, the Society has launched two new centers: the Center for Conservation Leadership and the Center for the Science of Animal Welfare (CSAW). These innovative learning and research hubs will integrate a wide variety of disciplines, changing the way animal conservation issues are considered and advancing the science of "animal-directed" care around the world.

As one of the top zoos with over 450 species of animals, the Animal Programs Administrator provides a full range of administrative and clerical support to the Animal Programs Group to ensure efficient, seamless processing of transactions and maintenance of accurate/current Animal Programs ("AP") department information. The AP Administrator is responsible for preparing and monitoring the AP Administration operating budget by collaborating with Animal Programs managers to determine the department needs and requirements for items centralized in the Animal Programs Administration budget. This includes monitoring all AP operating budgets and reporting variances on monthly budget reforecasts. You will use your prior budget related experience to also process and track purchase orders for all departments in AP, issue and process petty cash expenditures, order and track office supplies and work with the Finance Department to resolve outstanding purchase order and invoice issues. Making use of your excellent prioritization skills, you will be responsible for scheduling and coordinating tours of animal areas at the request of the Catered Events, Education, Human Resources Departments, Development, and the Director's Office. As the AP Administrator, you will serve as liaison to other departments within the institution and represent the AP Department at meetings that involve AP staff/buildings and animals. You will also oversee the uniform program for the AP Group. This includes developing protocols, acting as a liaison between the keeper staff and vendor to resolve issues, and verifying invoices for payment. You will order footwear and outerwear for the keepers and maintain a record of usage and maintain a small inventory of CZS garments to provide to AP staff. Drawing upon your prior administrative experience, you will provide administrative support, manage incoming calls to AP, distribute mail, and prepare information for reports, e.g., overtime, behind-the-scenes tours, and special events guidelines reports; maintain required computer databases; maintain records of all keeper overtime and associated costs for each work group within AP; revise and distribute updates for various manuals as assigned; and, maintain accurate record keeping of any funds held by the Society for external organizations, e.g., Association of Zoos and Aquariums, with which the Senior Staff in AP are associated. As AP Administrator, you will be responsible for completing Animal Transaction Confirmation documents using information provided by the curatorial staff and ensure that the Registrar and the animal receiving/sending institution is provided with accurate verification notices and transfer pertinent information to veterinarian staff and other AP managers via the Veterinary Agenda (animal transaction) spreadsheet maintained by Veterinary Services. Furthermore you will act as liaison to the CZS Public Safety Department regarding radios assigned to AP staff; maintain a current, accurate inventory of equipment and radio assignments; provide support to key AP functions by updating notebooks and tracking activities for programs, including the Incident Response Plan for severe weather and animal escape; maintain AP master contact list and AP internal phone and radio lists and insure list is communicated as assigned, including CZS Maingate; and, coordinate equipment repairs for AP departments and arrange the bi-annual inspection and calibration of scales in the animal exhibit buildings throughout the park.

Position Requirements and Specifications
The requirements for this position include the following:


  • Associates Degree in Business, Communications or other directly relevant field or equivalent combination of training and/or experience required.
  • Three plus years administrative and/or management experience providing comparable level of support for multiple managers.
  • Minimum three plus years of relevant experience preparing and monitoring business operating budgets.
  • Computer proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint. Must be able to use basic office equipment (copier, fax, etc.).
  • Excellent prioritization skills and strong attention to detail and accuracy. Must be able to work under pressure and meet critical deadlines.
  • Effective problem-solving skills, ability to make sound decisions; strong coordinating skills, solid follow-up and follow through skills.
  • Strong interpersonal skills required. Ability to effectively deal with all levels of staff, both within and outside the organization.
  • Strong verbal communication skills. Excellent telephone etiquette and effective listening skills required.
  • Must communicate with sensitivity and have a strong customer service approach in addition to a demonstrated ability to work with the public.
  • Experience and/or ability to work and interact effectively with a diverse, multicultural audience.
  • Valid driver's license required. Illinois residents must possess a valid Illinois license within 90 days of hire. Valid out-of-state license required for out-of-state residents.

The desirable/preferred qualifications include the following:


  • Non-profit experience desirable.
  • Multilingual ability, Spanish fluency a plus.


Additional Information
The Chicago Zoological Society is an Equal Opportunity Employer / Affirmative Action Employer - Minorities / Women / Veterans / Disabled.

The Chicago Zoological Society is an Equal Opportunity Employer
     
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