Job Details | Administrative Assistant - Veterinary Services (part-time)

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Chicago Zoological Society

Location: BrookfieldIL 60513 Document ID: A9453-07M0 Posted on: 2016-01-0901/09/2016 Job Type: Regular

Job Schedule:Part-time
2016-02-08
 

Administrative Assistant - Veterinary Services (part-time)

The Chicago Zoological Society is a leading conservation organization and has an exciting, fast-paced work environment and a family friendly atmosphere. We are very customer focused, as we host over 2 million guests to Brookfield Zoo each year. We are committed to conservation in the broadest sense, and we take PRIDE in every aspect of our operation. Our employees enjoy a unique work environment in a beautiful park-like setting that is based on respect, openness, cooperation, and involvement. At Brookfield Zoo, we work hard and we play hard! Employees are proud to work for the Chicago Zoological Society and are committed to our important conservation mission. Our dedicated staff has a true sense of purpose and a strong commitment to animals and conservation.

The Administrative Assistant, Veterinary Services contributes to the success of the Chicago Zoological Society by effectively coordinating multiple administrative functions for the Veterinary Services Department and staff who foster innovations and excellence in conservation leadership and animal welfare by meeting and exceeding the most current standards for specialized veterinary care.

PRIMARY JOB DUTIES AND RESPONSIBILITIES :
Provides general administrative support to the Veterinary Services department, including but not limited to: organizing and coordinating multiple schedules, meetings, and appointments. Responsible for general correspondence including, but not limited to department meeting minutes. Maintains office equipment and orders supplies for the department as needed. Under direction from the veterinary staff, tracks and schedules examinations (urgent care, preventative, quarantine, pre-shipment) and procedures for the animal collection. Communicates all necessary appointment information with the appropriate Veterinary Services and Animal Programs staff. Communicates with external consulting veterinarians as directed. Responsible for maintaining electronic and hard copy medical records including, but not limited to: backup and storage of electronic medical files and printing of medical records for patient files. esponsible for processing records for incoming and outgoing animal transactions. Under direction from the veterinary staff, is responsible for maintaining the Preventative Medicine Program database, including required examination and vaccination time frames. Communicates specified time frames to the appropriate Veterinary Services and Animal Programs staff. Provides support to the Veterinary Education program including monitoring and organizing student and residency applications. Assists with scheduling rotations and coordination for student rotations, including general orientation. Under the direction of the veterinary staff, works with the Registrar to coordinate animal shipments transferring in and out of the Society as required. Assists in coordination of sending/receiving medical records and health certificates for incoming and outgoing animal transactions. Communicates with the various regulatory agencies to obtain accurate testing requirements and communicate those requirements to the appropriate parties. Responsible for the coordination of hospital volunteers including orientation, daily activities and schedules. Responsible for incoming calls, coordination of hospital tours as requested and overall customer service. Assist with purchase order processing, expense report processing, travel and booking for individuals within the department.

Position Requirements and Specifications

POSITION REQUIREMENTS AND SPECIFICATIONS :

Associates Degree in Business, Communications or other directly relevant field or equivalent combination of related training and/or experience required. Minimum three years comparable administrative experience providing support for multiple managers required. Computer proficiency with Microsoft Outlook, Word, and Excel required. Accurate typing skills required. Excellent customer service skills and/or ability to effectively work with the public. Effective problem-solving skills and the ability to make sound decisions. Strong verbal and written communication skills required. Excellent telephone etiquette and effective listening skills required. Strong interpersonal skills. Ability to deal tactfully and professionally with all levels of staff; both within and outside of organization. Ability to establish strong working relationships. Must be highly flexible and adaptable, have a strong work ethic. Must have a track record working effectively in a fast-paced environment with rapidly shifting priorities. Must be able to remain calm and work effectively in a high-pressure work environment and meet critical deadlines. Experience and/or ability to work and interact effectively with a diverse, multicultural audience. A valid driver's license is required on date of hire. If you are an Illinois resident, you must possess a valid Illinois driver's license at the time of hire or must obtain one within 90 days of hire. A valid out-of-state driver's license is required at time of hire if the employee is an out-of-state resident.

DESIRABLE/PREFERRED QUALIFICATIONS:

Medical terminology knowledge a plus. Experience working in a veterinary office or similar setting a plus, but not required. Database skills strongly preferred. Experience with Microsoft Access a plus. Nonprofit experience strongly preferred. Previous experience in a veterinary hospital setting a plus. 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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