Administrative Assistant - SDZoo ICR

JAMBO!

It all began with a ROAR 100 years ago!

San Diego Zoo Global is a conservation organization dedicated to the science of saving endangered species worldwide. San Diego Zoo Global operates three world-class facilities: the San Diego Zoo, the San Diego Zoo Safari Park, and the San Diego Zoo Institute for Conservation Research. Our organization’s vision - we will lead the fight against extinction.

Help us to make a difference for wildlife and begin your adventure with a career at the San Diego Zoo Institute for Conservation Research. Join the dedicated crew who are passionate about what they do and strive to save species from extinction. Share your knowledge, skills and commitment and be a part of the ROAR with San Diego Zoo Global!

Are you ready to start your adventure
and put your Passion for Wildlife to Work?

TRAVEL ITINERARY:

Destination - San Diego Zoo Institute for Conservation Research

Duration of your adventure - REGULAR WITH BENEFITS

Seats (positions) available - 1

Attire while on adventure - The Society has a very conservative grooming policy. Tattoos may not be visible or must be appropriately covered while on duty. Modest jewelry may be worn if it does not detract from a well-groomed look or create a safety hazard. No facial or tongue piercing. Hair must be a natural color.

Amenities - Located 30 minutes north of the San Diego Zoo in San Pasqual Valley near Escondido, California, this adventure offers ZOO Perks which include discounts on food/premium products, free and discounted admission to local attractions, and accrual of vacation and sick time (exception for some grants and Summer Fellows).

Requirements for this adventure include:

(Non-union position #172015) Hourly wage is commensurate with experience - WITH BENEFITS

The Administrative Assistant works under supervision of the office manager and will assist several divisions (namely Genetics, Reproductive Physiology, and Wildlife Disease Laboratories) within the Institute. The assistant must be capable of independent as well as group work, must have excellent prioritization and organizational skills, and a strong financial/accounting background. He/she needs to understand timekeeping utilizing a web-based timekeeping system, must be able to maintain and update director CVs and bios, maintain relevant information for internal and external reports and grants, organize and track travel authorizations and arrangements, and process expense reports.

Other tasks include purchasing card reports, financial arrangements, organize collection of information and arrange workshops and meetings.

Applicant must have strong knowledge of scientific and biological terminology, as well as assist with literature searches and find/request references and research materials, and maintain correspondence files.

Applicant will serve as contact person for visiting scientists, arrange and attend division meetings and take minutes (fast notes or shorthand), as well as coordinate planning for groups and workshops.

Other tasks include processing expense reimbursements, acquisition of quotes, and initiate purchase and service agreements for equipment. Extensive computer skills are a must, including proficiency in both Macintosh and Windows platforms, and with applications such as Word, Excel, PowerPoint, Adobe Acrobat, and Access; design and implementation of database management and procedures are a plus.

The Administrative Assistant will perform all job assignments with a positive attitude that reflects San Diego Zoo Global's mission and vision of connecting people to wildlife, conservation and pursues green/conservation practices when feasible.

The Administrative Assistant provides secretarial/administrative support of moderate difficulty; coordinates various office activities; schedules assigned director's/manager's calendar; may assign work schedules to staff as appropriate; screens and assists visitors/callers; serves as receptionist as needed; produces a variety of reports and documents; reviews and distributes mail; composes and edits routine correspondence; works with donors and volunteers as assigned; lends guidance to clerical staff; maintains a variety of contacts in order to respond to inquiries and requests; maintains specialized databases, scheduling systems, records, and files; makes travel and accommodation arrangements for staff and visitors; coordinates departmental/office activities, services, and facilities with contractors, vendors, governmental agencies, other departments and organizations, media, and the public as appropriate; orders and stocks office and specialized supplies; may provide desktop publishing support and serve as department computer resource; and tracks budget items (a Bachelor's degree in accounting or a related field is desirable), among other tasks as assigned.

Most importantly, the applicant must be able to communicate effectively (oral and written) and, as a member of the administrative team, work well with others.

One of the essential functions of this position is the ability to drive a SDZ Global vehicle. If you are offered employment in this position, you will be asked to authorize SDZ Global to access your current driving report through the DMV’s Employer Pull Notice Program. Your hiring for this position will be contingent on SDZ Global receiving an acceptable driving report for you. In addition, your continued employment in the position will depend on you maintaining an acceptable driving record. You may obtain a list of conditions that disqualify a person from driving an SDZ Global vehicle from a Human Resources Representative.

(Post 11/22/16, External 11/28/16)

Deadline to submit application:
SUNDAY, DECEMBER 11, 2016

Applications must be submitted online by 9:30pm Pacific Standard Time

San Diego Zoo Global is a smoke-free workplace

THIS EMPLOYER PARTICIPATES IN E-VERIFY
SAN DIEGO ZOO GLOBAL IS AN
EEO/AA/DISABILITY/PROTECTED VETERAN EMPLOYER

Job Requirements:

PRIMARY PURPOSE

The Administrative Assistant will perform all job assignments with a positive attitude that reflects San Diego Zoo Global's mission and vision of connecting people to wildlife, conservation and pursues green/conservation practices when feasible. The Administrative Assistant provides secretarial/administrative support of moderate difficulty, coordinates various office activities, and does not formally supervise support staff. This position reports to a supervisor.

ESSENTIAL FUNCTIONS:

  • Provides secretarial support
  • Schedules assigned director's/manager's calendar
  • May assign work schedules to staff as appropriate
  • Screens and assists visitors/callers
  • Serves as receptionist as needed
  • Produces a variety of reports and documents
  • Reviews and distributes mail
  • Composes/edits routine correspondence
  • Works with donors and volunteers as assigned
  • Arranges meetings and takes minutes as required
  • May provide lead guidance to clerical staff
  • Maintains a variety of contacts in order to respond to inquiries and requests.

REPRESENTATIVE DUTIES

  • Maintains specialized databases, scheduling systems, records, and files
  • Makes travel and accommodation arrangements for staff and visitors
  • Coordinates departmental/office activities, services, and facilities with contractors, vendors, governmental agencies, other departments and organizations, media, and the public as appropriate
  • Orders and stocks office and specialized supplies
  • May provide desktop publishing support
  • May serve as department computer resource
  • May track budget items

ANCILLARY FUNCTIONS

  • Performs related duties and responsibilities as required.

QUALIFICATIONS

  • A Bachelor's degree in accounting or a related field is desirable. Examples of representative qualifications include secretarial/ administrative experience.
  • Knowledge of: Basic recordkeeping

Ability to:

  • Use word processing in preparing routine documents
  • Use database, spreadsheet, and desktop publishing systems is desirable
  • Use office equipment
  • Compose routine correspondence
  • Take fast notes or shorthand is desirable in some assignments.
  • Communicate effectively oral and written
  • Work effectively with others

WORKING ENVIRONMENT

Office environment

PHYSICAL DEMANDS

Moderate walking, lifting and standing

ALL EMPLOYMENT IS CONTINGENT UPON PASSING A DRUG SCREEN.
SOME EMPLOYMENT IS CONTINGENT UPON PASSING PRE-PLACEMENT TESTING.


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