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Chicago Zoological Society

Location: BrookfieldIL 60513 Document ID: A8395-01BH Posted on: 2015-01-2901/29/2015 Job Type: Temporary

Job Schedule:Part-time
2015-02-28
 

Operations Administrator

Share your passion for animals and conservation!

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. The Society is an active partner in wildlife protection programs around the world, including the Sarasota Dolphin Research Program, the world's longest-running study of bottlenose dolphins. We have pioneered the field of conservation psychology, the study of how people connect with animals and nature. We are able to reach so many audiences each year, including 2 million zoo guests engaged by unique exhibits and programs; some 250,000 schoolchildren, campers, and families who participate in award-winning science education programs; nearly 24,000 teachers who take part in our professional development workshops; and, diverse communities across Chicagoland. The animals at Brookfield Zoo are ambassadors to those in the wild. Through care and breeding and, in some cases, reintroduction to their natural habitat, we replenish nature many times over. Thanks to generous donations, thousands of animals representing 400 species receive state-of-the-art care through top-notch medical, husbandry, and nutrition programs. In fact, animal care technologies developed at Brookfield Zoo are employed in 165 countries.

The Operations Administrator is a key position working as a trusted right hand to the Sr. V.P. of Operations to enhance the executive's effectiveness by providing a full range of administrative, information management, project management, and professional office support. The Operations Administrator's work facilitates the SVP's ability to effectively plan and manage operations and institutional priorities and achieve results in support of the Society's strategic goals and objectives.

The primary responsibilities include the following:


  • Effectively and professionally represents the Senior Vice President and the Office of the Senior Vice President in handling a myriad of contacts, inquiries, and requests from staff, guests, trustees, executives, dignitaries, and others. Handling of these contacts is an extremely important function of this position and requires tact, professionalism, resourcefulness and knowledge of the institution and its operations. Requires working with other Society departments and staff to fulfill the needs of the SVP's Operations Office and in completion of routine and non-routine assignments. Assures appropriate follow through to ensure requests and inquiries are handled promptly, properly and to the requester's satisfaction based on SVP's direction. Serves as gatekeeper for the SVP and routes/disseminates inquiries and requests to other staff members for handling as appropriate.
  • Manages incoming messages, mail, and information for the SVP including, but not limited to screening phone calls, personal visits, and mail. Responds on behalf of the SVP as appropriate. Identifies tasks to be completed and initiates without prompting, including preparing information or materials for SVP, preparation for internal and external meetings, drafting of needed communications for SVP, follow-up and research needed to equip or prepare the SVP for action or decision-making, etc.
  • Manages the SVP's schedule and calendar, including, but not limited to travel arrangements, meetings, and conference registrations. Working with the SVP, assures appropriate advance planning and communications for key dates and deadlines or as requested. Coordinates SVP expense reporting and handles staff time and attendance tracking, approvals, and reporting.
  • Handles all administration and clerical duties for the SVPs office. Drafts and/or prepares correspondence and reports, maintains all office files and records, supplies, and computerized systems, handles purchase orders and tracking of expenses, work orders, etc.
  • Works with the SVP in preparing for Board of Trustees and Board subcommittee meetings and other meetings as needed, including all logistics, room reservations, audiovisual needs, communications, preparation of materials, presentations, advance set-up, etc. Attends meetings and takes minutes as requested. Assures coordination of monthly Trustee Bulletin and Staff Bulletin for the Operations group.
  • Handles and manages routine and special projects for the SVP as directed. Acquires and prepares data, performs meaningful analysis, runs reports, conducts research, etc. as needed. Drafts communications, presentations or reports for SVP as requested. Tracks and manages deadlines and communications to assure projects are completed timely and as expected.
  • Works closely with SVP to manage activities of the Operations Office, emergent and pending issues, upcoming activities, deadlines, etc. Works closely with the SVP to track identified priorities and provide full range of support needed to facilitate the effective and efficient work of the SVP. Represents the SVP Office in a highly professional manner, and other related duties as assigned.


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


  • Minimum Bachelor's degree in a business-related field or other directly relevant field or equivalent combination of training and/or experience required.
  • Five plus years comparable experience providing high-level administrative and clerical support for a chief executive or equivalent required.
  • Must have strong proofreading skills and an eye for completeness and accuracy.
  • Must have very strong computer proficiency. Must have intermediate to advanced skills with Microsoft office suite, including Microsoft Word, Excel and PowerPoint and work with database systems, including exporting information, manipulating data, and reporting.
  • Must have good numeric aptitude, a comfort working with numbers, and experience with quantitative analysis and report preparation.
  • Excellent organizational and prioritization skills required. Ability to effectively assess and juggle multiple priorities calmly and effectively required.
  • Effective problem-solving ability. Sound, logical decision-making skills.
  • Strong interpersonal skills required. Ability to deal with all levels of contacts within and outside the organization. Experience and/or ability to work and interact effectively with a diversity of individuals and communication styles.
  • Very strong writing/composition skills, strong verbal communication and listening skills, and excellent telephone etiquette.
  • Must be able to work calmly and effectively under pressure and meet deadlines.
  • Must be able to maintain strict confidentiality of highly privileged information.
  • 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 preferred/desirable qualifications for the position include the following:


  • Master's Degree in business-related or other relevant field or equivalent combination of training and/or experience a plus.
  • Non-profit, cultural experience desirable.
  • Experience working with Board members a plus.
  • Multilingual ability 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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