Administrator - Animal Care, Health & Welfare

at  Wilder InstituteCalgary Zoo

The Calgary Zoo is seeking a temporary full-time Administrator- Animal Care, Health & Welfare to help support our Animal Care, Health & Welfare branch operations. The successful candidate will report to the Manager, Operations & Administration – Animal Care, Health & Welfare branch and will be responsible for administrative support to the branch and its operations including:

• Be responsible for administrative support to the Branch which includes tasks of a routine and general nature such as data entry and file maintenance, preparation of documents, materials, and reports that inform department discussions and decisions.
• Support effective and efficient Branch operations, including preparation of documents and communications related to departmental records, training, programs, and resources.
• Support all Branch programs and processes, including scheduling of meetings, assignment of meeting actions, and timely follow up of tasks to ensure various deadlines are met.
• Maintain service log tracking and inventory for several types of equipment, ensuring adequate temporary replacements.

Our Mission | Take and inspire action to sustain wildlife and wild places
Our Values | Effective collaboration and communication, honesty and integrity, customer focus, safety, and conservation

Continuous Improvement

• Look for opportunities to improve procedures, processes and documentation within the Branch.
• Embrace environment of continuous learning by proactively seeking knowledge and skills to be part of a change ready workforce.
• Maintain proficiency for requirements of your role and continue to build skills and proficiency

WHAT YOU WILL DO:

Administrative

• Provide administrative support and project assistance to managers within the Branch.
• Provide administrative support to the director, including schedule management, travel arrangements, research, etc. as needed.
• Assist with the maintenance of pages, libraries and permissions within the team SharePoint site.
• Maintain files and records by photocopying, scanning and filing a variety of documents.
• Enter requests using established systems for signage, radio, computer and equipment repairs, and other maintenance as needed.
• Maintain a high level of internal and external customer service.
• Responsible for team meeting and events logistics, including meeting spaces and equipment, taking minutes when requested.
• Maintain inventory of office supplies at the Animal Care and Veterinary Services offices.
• Act as first point of contact for Emergency Response Team and Animal Program matters.

• May assist with data entry, including morbidity, mortality and pathology records, ensuring accuracy of data.

  Operations & Other Duties

• Support effective communication and implementation of policies, procedures and protocols within the Branch.

• Participate in and support accreditation processes on an ongoing basis to maintain the standard of “accreditation readiness”.
• May be trained to fill in or support with shifts in the Animal Nutrition & Supplies commissary.
• Any other such duties as requested by the Operations Manager.

Financial

• Responsible for preliminary screening, coding and filing of invoices processed in PaperSave for the Branch.
• Responsible for compliance with the Calgary Zoo Procurement Card Policy.
• Preparation of monthly purchasing card reports for the Branch (includes collection of receipts, budget line confirmation, data entry).
• Tracking items ordered for Foundation activities, reporting and preparing cost recovery documentation.
• Assist with sourcing and making recommendations for non-inventoried goods and materials requested by animal care managers.

• This position does not have accountabilities related to budget management.

  Continuous Improvement

• Look for opportunities to improve procedures, processes and documentation within the Branch.

• Embrace environment of continuous learning by proactively seeking knowledge and skills to be part of a change ready workforce.
• Maintain proficiency for requirements of your role and continue to build skills and proficiency.

What you will bring:

• 3+ years experience in administrative roles and functions with increasing complexity. Veterinary/medical receptionist experience would be considered an asset.
• Advanced computer skills, including Microsoft Word, Outlook and Excel. Proficiency with Microsoft 365 applications including SharePoint, Planner and OneNote would be considered an asset.
• Working knowledge of zoo terminology, awareness of animal welfare and conservation. Veterinary/medical terminology knowledge would be considered an asset
• Experience working in an office role at an organization with animals (zoo, veterinary office, wildlife rehabilitation centre, etc.) would be considered an asset.
• Experience working with financial reporting systems, help-desk ticketing systems, and work order maintenance systems would be considered an asset.
• Knowledge of the Zoological Information Management System (ZIMS) would be an asset.
• Self-starter. Proven ability to take initiative, drive continuous improvement, and adapt to change.
• Flexibility and adaptability to frequently changing priorities and deadlines.
• Excellent communication skills, accuracy, and high attention to detail.
• Ability to work independently.
• Effective interaction with employees at all levels of the organization (including society, city-union, contractors and volunteers).
• Ability to exhibit discretion in handling confidential/sensitive information.

The Calgary Zoo is seeking a temporary full-time Administrator- Animal Care, Health & Welfare to help support our Animal Care, Health & Welfare branch operations. The successful candidate will report to the Manager, Operations & Administration – Animal Care, Health & Welfare branch and will be responsible for administrative support to the branch and its operations including:

• Be responsible for administrative support to the Branch which includes tasks of a routine and general nature such as data entry and file maintenance, preparation of documents, materials, and reports that inform department discussions and decisions.
• Support effective and efficient Branch operations, including preparation of documents and communications related to departmental records, training, programs, and resources.
• Support all Branch programs and processes, including scheduling of meetings, assignment of meeting actions, and timely follow up of tasks to ensure various deadlines are met.
• Maintain service log tracking and inventory for several types of equipment, ensuring adequate temporary replacements