Love animals? Want to make a positive impact on the planet? Come join Woodland Park Zoo as a Operations Administrative Assistant. We have one, full-time, benefitted position open.
SUMMARY
This position is responsible for providing administrative support for two executive positions which support multiple operation departments. This position is required to handle details of a confidential nature and work effectively with all members of internal management, staff, and outside vendors.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following
- Tracks spending and coordinates invoicing with accounting and with Parks for the Seattle Parks Department major maintenance program. Attends meetings with Parks. Work also includes assistance with budget allocation, researching vendors and providing support to develop schedules and work plans. Assist with the development of consultant agreements, specifications, and contract documents for projects.
- For work space planning order and track furniture requests. Coordinate furniture removal and installation with Grounds, Sustainability, Project Managers, and vendor – Complete Office.
- Interns and Facility & Safety Program Specialist’s daily point of contact for questions.
- Assist with the development of consultant agreements, specifications, and contract documents for projects.
- Proactively support the administrative needs of the departments including coordinating meetings and calendars, creating and submitting departmental scheduling requests, assisting with planning and logistics of department events and/or visitors, monitor general mailboxes and distribute inquires to the appropriate party, prepare meeting minutes, maintaining contact and preferred vendor lists, and processing and tracking travel and training requests.
- Handle sensitive and confidential information in an appropriate, professional, timely, and respectful manner.
- Act as a liaison with zoo staff, the public, zoo volunteers, and professional peers.
- Maintain departmental files, documents, and other essential administrative materials for the departments.
- Help create, update, organize, and keep physical and electronic files and directories to ensure information is accessible and up to date.
- Assist with the development of consultant agreements, specifications, and contract documents for projects.
- Communicate with and respond to in-person, phone, radio and email inquiries/communications from internal zoo staff, the public, outside customers, and zoo contractors.
- Research records and prepare/assemble appropriate information for inclusion in reports.
- Manage incoming documents, reports, emails, and calls as appropriate; copy, route, refer or prepare responses as appropriate.
- Support the zoo’s Diversity, Equity, Accessibility and Inclusion (DEAI) goals. Foster a diverse, respectful, inclusive and collaborative work environment with coworkers, other departments, and vendors.
- Support the zoo’s Strategic focuses in conservation, biodiversity, and environmental justices in alignment with the department goals.
- Obtain or purchase supplies and equipment for department. Assist with and coordinates other special projects, duties, and meetings as assigned.
- Perform other duties as assigned.
QUALIFICATIONS
- Associate's degree from an accredited two (2) year college; two (2) or more years related experience and/or training; or an equivalent combination of education and experience.
- A Valid Washington State Driver’s License.
- Demonstrated ability to maintain the highest level of confidentiality, while handling sensitive material concerning the organization.
- Proficient use of computers and Microsoft Office products, particularly Word, Excel, PowerPoint, Outlook, Teams, Visio, and Publisher. Ability to work with customized databases and technology, and conduct internet research.
- Excellent written and verbal communications skills with the ability to adapt communication based on audience and purpose with inclusivity.
- Demonstrated strong organizational and time-management skills with the ability to meet deadlines in a professional manner.
- Ability to collaborate well with all departments within the organization and to represent the departments in a highly professional manner with a diverse group of individuals, both internally and externally.
- Ability to work independently and as part of a team within diverse teams and environments, while treating everyone with respect.
- Ability to communicate effectively and comfortably with audiences of different backgrounds and experiences.
- Employ best practices while continually seeking to improve effectiveness of the position and displaying an on-going commitment to learning and self-improvement.
- Ability to hold self personally accountable, take responsibility, initiate action based on direction and follow through on delegated work, and handle change positively.
- Ability to work a non-standard/flexible schedule, which may include weekends, evenings, and holidays.
PHYSICAL DEMANDS
- This position may be required to lift up to 35 pounds.
- Reasonable accommodations may be made to perform essential functions.
WORK ENVIRONMENT
While performing the duties of this job, the employee is exposed to a typical office environment and/or outdoor weather conditions. The noise level in the work environment is usually moderate.
Pay: $30.00-31.50 per hour plus benefits
Employment Requirements:
Applicants must be at least 18 years old. A criminal background check will be required of the selected applicant.
COVID-19 Vaccination
- As of November 24, 2021, employees working on or accessing zoo grounds are required to be fully vaccinated against COVID-19. If hired, you will be required to submit proof of vaccination by your first day of employment.
- People are considered fully vaccinated two weeks after their second dose in a two-dose series or two weeks after a single-dose vaccine.
- Employees may make requests for a reasonable accommodation based on a medical disability or for sincerely held religious beliefs. Philosophical, political, scientific, or sociological objections to vaccination will not be considered for an exemption or accommodation.
Application Directions: Applications are accepted online through our Jobs Page at zoo.org/jobs; no other forms of application will be accepted. Cover letter and resume are required.
Woodland Park Zoo is pleased to offer a comprehensive program of group benefits to help maintain your and your family’s health and wellbeing. These include:
- Medical
- Dental
- Vision
- 403(b) Retirement Plan
- 11 paid holidays, 2 personal holidays
- Vacation and sick accrual
- Flexible Spending Account (FSA)
- Employee Assistance Program (EAP)
- Tuition reimbursement
- Free zoo membership that includes zoo admission and discounts
- 4 complimentary tickets per year plus other discounts and perks
- Free staff parking
- Working for an organization that cares about wildlife conservation!
Woodland Park Zoo is an equal opportunity employer, dedicated to a policy of non-discrimination in application and employment for any reason, including race, color, religion, sex, sexual orientation, gender identity/expression, national origin, age, disability or medical status including genetic information, and/or veteran’s status.
Woodland Park Zoo is committed to providing access and reasonable accommodation in all of its services. If you need accommodation in the application or interview process, please contact our recruiting team at careers@zoo.org.
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