Join a team making a difference for animals and nature!

The mission of the Chicago Zoological Society is to inspire conservation leadership by connecting people with wildlife and nature.

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. From the world's longest-running study of bottlenose dolphins to pioneering the field of conservation psychology, the Society is an active partner in wildlife protection programs around the world. We are also making a difference locally by engaging over 2 million zoo guests annually with unique exhibits and programs.

The Office Manager (CET Department Administrator) contributes to the success of the Chicago Zoological Society by providing administrative support for the Conservation, Education and Training ("CET") department including monitoring budgets, purchasing, contracts, program registration and meetings and providing support to the SVP, CET in support of the Society's innovations in Science, Education, Training and Animal Welfare.

Primary duties and responsibilities:

Budgets and purchasing:

• Facilitates CET operational budget - reviews, monitors and reports on sub ledgers for different programs with CET managers, and manages reforecasting with CET and accounting staff.
• Purchasing - prepares contracts with outside vendors, creates purchase orders and manages purchase of department supplies. Works with CET managers and Senior Vice President of Conservation, Education and Community Engagement ("SVP") to develop cost/benefit projections.
• Maintains coordination with Development group for grant expenditures.
• Approves low-level department expenditures within purchasing authority.

Manages the SVP's schedule:

• Schedules appointments and assures necessary materials and information are available.
• Composes and edits communications, manages the retrieval and manipulation of data in preparation of reports and presentations, responds to inquiries on behalf of the SVP including but not limited to screening phone calls and e-mails, guest visits, mail and correspondence, redirects to appropriate staff for response and alerts SVP of emergent issues. Makes travel arrangements for SVP.
• Manages relationships with Executive and Management Team, Board of Trustees, Women's Board, CET Managers, volunteers and CZS staff, helps in developing reports, presentation and calendars for these audiences and manages duties and action items for SVP's role in Executive Team.

Oversees registration for various CET programs using third-party software. This includes working with CET staff on content, responding to inquiries, basic recording keeping, and generation of reports for programs and Finance department.

Schedules department meetings and oversees use of conference rooms. Takes notes for department meetings and executes or assists in executing special projects/events for SVP and department. Approves time and attendance for SVP direct reports. Works with CET staff to schedule workshops, lecture series, and other presentations as needed.

Other related duties as assigned.

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

• High school diploma or (GED) equivalent required.
• Five years' of relevant, comparable administrative experience.
• Proficiency with Microsoft Word, Excel, Outlook and PowerPoint required.
• Excellent administrative and accounting skills, ability to maintain dynamic and complex accounting system information.
• Ability to maintain strict confidentiality of information.
• Excellent proofreading skills. Ability to prepare standard business communications.
• Good oral and written communication skills.
• Detail oriented. Strong follow-up and follow through skills.
• Ability to meet critical deadlines and juggle multiple tasks simultaneously.
• Ability to establish strong working relationships and rapport with coworkers and others.
• Must represent the institution in a courteous, professional manner at all times.
• 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 an Illinois resident, 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 for out-of-state residents.

The preferred qualifications:

• Experience with database software a plus.
• Associates Degree in relevant business, liberal arts or other relevant field preferred.
• Multilingual ability, Spanish fluency a plus.

Incumbent must be self-motivated, responsible and able to work with little supervision. Must be able to work proactively to assist SVP in performance of duties. Serves as the voice and face of the SVP. Handles phone communications and is available to and establishes cascading calls. Maintains a constant and reliable schedule in support of SVP's agenda. Participation in non-CET issues and activities must be approved by SVP. Individual must be highly cooperative, persistent, and helpful.

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