Administrator & Assistant for Animal Programs - Chicago Zoological Society

The Animal Programs Administrator and Assistant contributes to the success of the Brookfield Zoo Chicago (“BZC”) by providing a full range of administrative and clerical support to the Animal Programs section and support of the ACP Group. This position ensures efficient, seamless processing of Animal Care & Programs (“ACP”) operations and serves as the primary contact for all animal-related requests. There is a special focus on animal programs scheduling, maintenance of accurate/current department information with regards to animal programs, and acts in support of the Society’s goals related to animal welfare and providing an extraordinary guest experience. This position also provides right-hand support to ACP’s Vice to assure effective management of animal care and welfare and in pursuit of the institution’s mission and strategic goals.

Primary duties and responsibilities:
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. 

1. Prepare, administer, and monitor the ACP administration budget, collaborating with Vice Presidents (VPs) and ACP managers to determine the needs of the collection and requirements for items centralized in the ACP budgets.  Monitor revenue and administrative expenses against approved budget.  Work with VPs to take corrective action when necessary to meet revenue goals and to ensure approved budgets are not exceeded. Assist in tracking grants and Women’s Board projects to guarantee funding is used as intended and within the prescribed timeframe.  Approve department purchase orders. In the absence of ACP managers, approve expenditures for all departments within the ACP group.  Complete other budgetary tasks and projects as necessary or assigned. Process and track purchase orders for all ACP departments, process petty cash expenditures, and responsible for office supplies.  Work with the Finance Department to resolve outstanding purchase order and invoice issues.  
2. Assist the VPs in the oversight and processing of ACP personnel files including, but not limited to: required personnel documents, position openings, seasonal staff lists, requisitions, Union contract and communications of any BZC policy updates and changes. Verify staff allocations and position openings with Human Resources and Finance personnel.  Ensure Time and Attendance and payroll is tracked, accurate, and transmitted timely to the Payroll Associate in Finance.   Work to improve and streamline processes, increase efficiencies, and ensure the accuracy and reliability of Animal Program information and administrative functions. Coordinate with other departments as needed.
3. Assist VP’s in the operations of the ACP central administration office, assuring that adequate and necessary equipment is provided and maintained for managers in the group. Coordinates and assists in the oversight of all building repairs, vehicle maintenance, and all safety inspections. Responsible for BZC staff radios.  Ensure all communications are up to date and well organized.  Maintains the ACP central calendars, and assists the VP’s in scheduling weekend duty, holidays, peak season duty, and severe weather duty for the group.
4. Assists the VP’s in the development of, streamlining, and branding of ACP procedures, guidelines and best practices to ensure consistent compliance.  Develop and update methodologies to ensure the timely and accurate distribution of information to/from the ACP group.
5. Provide general assistance to the VPs with special projects involving the ACP group, e.g., plan meetings, implement new institutional programs, handle emerging budgetary concerns, etc.  Plan and participate in assigned operations to achieve institutional, group, and program goals.  Serve on committees and task forces as requested.    
6. Assist the Vice President of Animal Programs in assessing and responding to inquiries and requests for information.  Anticipate the needs of the VP and respond appropriately. Coordinate VP travel, including securing VP’s airline and hotel reservations and coordination of VP’s expense reimbursements.  Maintain accurate recordkeeping of any funds held by BZC for external organizations/AZA groups with which VP is associated. Assist in the organization, coordination of the VP's schedule, activities, and appointments, assuring necessary materials and information are available.  Provide a high level of administrative and clerical support, such as composing and editing correspondence, schedule and calendar maintenance, preparing information and reports, research, maintenance of required computer information and databases. Coordinate visits and draft communications.  Assure accurate and timely reporting of pertinent information.  Respond on behalf of the VP as appropriate.  Funnel appropriate information or requests to other ACP or BZC staff for handling.  
7. Schedule and coordinate animal program engagement experiences with ACP areas at the request of Government Affairs, Education, Human Resources, Development, Catered Events, and the President’s Office.  Serve as liaison to other departments within the institution and represent ACP at meetings that involve ACP staff/buildings and animals. 
8. Oversee the uniform program for ACP.  Develop protocols, act as a liaison between the keeper staff and vendor to resolve issues and verify invoices for payment.   Order footwear and outerwear for the keepers and maintain a record of usage.  Maintain a small inventory of BZC garments to provide to ACP staff. 
9. Provide administrative support, manage incoming calls to ACP, 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 ACP.  Revise and distribute updates for various manuals as assigned.  Maintain accurate records of any funds held by the Society for external organizations with which the Animal Programs staff are associated.     
10. Coordinate equipment repairs for ACP departments and arrange the bi-annual inspection and calibration of scales in the animal exhibit buildings throughout the park.  
11. Assist in the coordination of ACP staff meetings and logistics for ACP staff meetings.  Confirm participants, reserve rooms, and arrange availability of necessary audiovisual equipment.  Prepare and distribute agendas, transcribe and distribute meeting minutes and other correspondence and materials as required.  Assure timely and accurate distribution of information from the VP’s office as required.  Represent the VP and ACP Administration in a highly professional manner. Conduct necessary follow-up as needed. 
12. Work closely with all staff in ACP to coordinate group-wide functions, collating information for quarterly staff bulletins/trustee updates, develops itineraries for high-profile BZC guests, and donors.  Organize and assist in office operations and associated recordkeeping of current and historical records/files.  Keep ACP staff informed of current and/or pertinent information.