Administrator & Assistant, Animal Health, Welfare & Science

PRIMARY JOB DUTIES AND RESPONSIBILITIES: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. Provide general administrative support to the Animal Health, Welfare, & Science department comprised of Veterinary Services, Zoo Nutrition Services, and Animal Welfare Science. Provide direct administrative support to the Senior Vice President of Animal Health, Welfare & Science, Director of Operations-Animal Health, Welfare & Science, Vice President of Animal Welfare Science, and Director of Nutrition. Provide clerical support to the AHWS department including but not limited to managing phone calls, email communications, addressing visitor needs, making travel arrangements, scheduling meetings, reserving rooms, preparing reports, filing and organizing documents, recording meeting minutes, handling mailings and shipments, maintaining electronic department files and databases, ensuring the AHWS SharePoint page is up to date and well organized, maintaining the AHWS central calendar, and assisting the Senior VP and Director of Operations in staff scheduling. Provide accounting, invoicing, and client relations support for the Radiology Consulting Service. Communicate with clients and radiologists and facilitate study submissions as required. Provide administrative, clerical, and client relations support for the Zoo and Aquarium Radiology Database program. Maintain office equipment and coordinate inspections/repairs as needed. Inventory and maintain office supplies for the department. Maintain, file, and manage electronic and hard copy patient medical records as directed. Under direction of the Director of Operations-Animal Health, Welfare & Science, assist in tracking and scheduling examinations and medical procedures for the animal collection. Work with external consulting veterinarians to coordinate scheduling, record acquisition, and logistics. Under direction of the Director of Operations-Animal Health, Welfare & Science, assist in tracking and coordinating annual inspections and servicing of hospital and laboratory equipment. Provide support to the Veterinary Education Program by monitoring and organizing student applications. Assist with scheduling rotations and coordination of on-site visits. Coordinate logistics related to student rotations and shadowing participants. Provide dedicated support to the animal shipment transaction program by working closely with the Animal Care and Programs division and the Registrar to gather, organize, and process medical records and generate certificates of veterinary inspection. Communicate with various regulatory agencies to obtain accurate testing and permitting requirements and relay those requirements to the appropriate parties in a timely manner. Provide support to the Animal Welfare and Research committees by gathering and organizing application proposal materials, maintaining spreadsheets, scheduling meetings, and recording meeting minutes. Liaise with hospital volunteers assigned to AHWS projects to ensure understanding and accurate completion of assignments. Assist with departmental purchase order creation, order placement, invoice acquisition and processing, expense reports, staff reimbursements, and account monitoring. Ensure all hospital common areas are maintained in a clean, organized manner and are professional in appearance. Assist with management and maintenance of the physical facility (interior and exterior). Communicate with the Plant & Facilities department as needed with regards to open work orders. Interact with zoo guests, staff, and visitors as requested, including general reception functions and basic abilities to give guided tours through the facility. Serve as the safety representative for the Animal Hospital and perform routine fire extinguisher and safety equipment inspections; attend safety meetings to ensure department compliance and preparedness. Other related duties as assigned. POSITION REQUIREMENTS AND SPECIFICATIONS:Associates Degree in Business, Communications, Secretarial Science, or other directly relevant field or four years of equivalent experience. High school diploma or educational equivalent (e.g., GED) required. Three years' comparable administrative and clerical experience providing support for multiple managers required. Computer proficiency with Microsoft Outlook, Word, and Excel. Excellent prioritization skills and strong attention to detail and accuracy. Excellent customer services skills and ability to effectively work with the others, including the public. Effective problem-solving skills and the ability to make sound decisions. English fluency at a professional working proficiency level. Strong verbal and written communication skills required. Excellent telephone etiquette and effective listening skills. Strong interpersonal skills and professionalism. Ability to establish strong working relationships. Ability to remain calm and work effectively in high-pressure situations and meet critical deadlines. Cultural competency; experience and/or ability to work and interact effectively with a diverse, multicultural audience.

DESIRABLE/PREFERRED QUALIFICATIONS: Non-profit experience desirable. Previous veterinary or medical related experience preferred. Database skills strongly preferred. Valid Illinois driver's license preferred. Multilingual ability, Spanish fluency a plus.

ADDITIONAL INFORMATION: This position description summarizes the primary duties and functions of this position, but should not be considered a complete listing of every duty the incumbent may ever be called upon to perform. Must be proactive, persistent, and helpful, able to identify tasks to be completed and move forward without prompting. Must be resourceful and display initiative. Incumbent is required to gain a solid understanding of the individual departments and their operations, the organization and its mission, vision, values, and operating philosophies, and how the Animal Health and Welfare department impacts the organization and interacts with individual departments. Must be highly flexible and adaptable, have a strong work ethic, and be professional at all times.

PHYSICAL-MENTAL REQUIREMENTS: See Physical-Mental Requirements Form.