Sorry, this listing is no longer accepting applications. Don’t worry, we have more awesome opportunities and internships for you.

Administrative Assistant Part Time

Santa Barbara Zoo

Administrative Assistant Part Time

Santa Barbara, CA
Part Time
Paid
  • Responsibilities

    Immediate Opening!

    We are seeking an experienced Administrative Assistant to assist the V.P. of Animal Care & Health, Director of Animal Husbandry & Welfare and Director of Collections with administrative tasks and duties for the department, and to assist the Director of Collections with Registrar tasks as assigned.

    Schedule: 2 days or 4 half days a week (incl. Thursday)

    Compensation: $15.00/hour

    SUMMARY:

    The Administrative Assistant assists the Vice President of Animal Care & Health, Director of Animal Husbandry & Welfare and Director of Collections with administrative tasks and duties for the department, and assists the Director of Collections with Registrar tasks as assigned.

    ESSENTIAL DUTIES include the following:

    Department Support Functions

    Assists with managing the Animal Care budget; organizing and coding invoices & receipts, maintaining a spreadsheet of the department budget, preparing budget reports, managing purchasing accounts, submitting reimbursement requests.

    Assists with preparation and submission of department credit card monthly statements.

    Performs administrative duties associated with management of the department including clerical duties such as organizing and maintaining files, photocopy/scan/fax, maintaining and updating the staff roster, etc as needed.

    Performs data entry as needed.

    Assists with coordinating meetings, special events and visiting consultants.

    Prepares reports and documents as assigned.

    Assists with department purchasing of supplies and equipment as needed.

    Assists with coordinating departmental travel.

    Assists with special projects.

    Liaise with other departments on assigned administrative and budgetary tasks.

    Assists with onboarding of new staff within the department; paperwork, keys, radio, uniforms etc.

    Tracks keeper talks and animal encounters (encounters, BTS, camp, tours etc).

    Attends monthly AC&H department meeting.

    Take minutes at the quarterly Animal Welfare Assessment Working Group meeting.

    Attends monthly all-employee meetings when scheduled on days of work.

    Adheres to the Zoo’s policies and procedures as outlined in the Employee Policy Manual.

    Applies and exemplifies “Green” (Sustainable) practices whenever possible.

    Registrar Support Functions

    Assists the Director of Collections/Registrar with coordination of animal transactions; paperwork and permits related to transactions, booking flights.

    Assists with training animal care & health staff on the ZIMS animal data management system, animal record keeping, records management and animal data standards.

    Assists with preparation of reports and documents as assigned.

    Assists with preparation of the annual State of the Collection.

    Assists with preparation, renewal and maintaining permits related to animal care with governmental agencies (USDA, CDFW, USFWS etc)

    SECONDARY DUTIES:

    Other duties as assigned to support the operations and management of the Animal Care & Health department.

    Guest Relations:

    Greets every guest with a smile.

    Thanks guests for supporting/visiting the Zoo.

    Answers phone calls, voice mails, and e-mails promptly.

    Insures the Zoo’s presentation standards for cleanliness and maintenance are met by keeping work area clean, picking up trash, and reporting unsafe or unsightly conditions.

    Associates with guests to share information and assist.

    Responds to all guest inquiries, complaints, and comments according to Zoo guest relations procedures.

    Maintains a clean neat appearance and adheres to the Zoo’s uniform dress code.

    Takes responsibility to stay informed about happenings at the Zoo such as reading employee communications and attending meetings.

    Reflects the qualities outlined in the Guest Relations Statement and the Employee Pledge.

    POSITION CRITERIA:

    To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements and environmental characteristics described below are representative of the knowledge, skill, ability, and working and physical elements required of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

    Education and Experience:

    High school diploma or GED

    Experience working in an AZA accredited zoo or aquarium, or equivalent facility desirable.

    License, Certification, or Preferred Qualifications:

    Associates Degree from an accredited college or university desirable.

    College degree in biology or zoology, animal records management, or other related field or equivalent experience preferable.

    Valid driver’s license with good driving record is desirable.

    Knowledge, Skills, Abilities:

    Knowledge of Windows programs (Microsoft Word, Excel, and Outlook) and generating reports from database information.

    Knowledge of animal record keeping software (ZIMS, ARKS, MedARKS, TRACKS, etc) preferred.

    General knowledge of animal taxonomy, animal husbandry preferred.

    Basic knowledge of animal welfare and wildlife laws and regulations specific to exhibition, breeding and domestic and international transport would be beneficial.

    Basic knowledge of collection management principles and AZA animal programs would be beneficial.

    Excellent organizational skills, resourceful, and good time management practices.

    Ability to follow oral and written directions.

    Effective oral and written communication skills.

    Ability to work independently and take initiative.

    Ability to work effectively in a shared, open space office with many interruptions.

    Ability to develop productive and friendly relationships at work.

    Ability to exercise safe work habits.

    Ability to interact courteously and respectfully with supervisors, fellow employees, volunteers, and our guests.

    Physical Demands & Work Environment:

    Requires the ability to access all areas of the facility

    Ability to work effectively in shared open work environment

    Must be able to participate in operational practices; includes ability to lift 20 lbs., climb stairs, manipulate tools, stand/walk for up to two continuous hours

    Involves working in a shared, open space office environment, as well as out-of-doors in all weather conditions

    Supportive and open employment culture

    Tools Used:

    Personal computer and software (ZIMS, Word, Filemaker Pro, Excel, and Outlook)

    Two-way radio

    Standard office equipment: telephone, copier, printer, facsimile machine, and calculator

    Hand tools

    This job description is representative of the expectations of the position described. Additional duties, reporting relationships, and/or position criteria may be assigned as deemed necessary by the Chief Executive Officer or authorized representative. No changes to this job description shall be made without written permission by the Chief Executive Officer or authorized representative.

    The Zoo reserves the right to revise this job description at any time. The job description does not constitute a contract for employment, and does not guarantee employment for any specified period of time. The job description does not in any way alter the at-will employment relationship.