Administrative Assistant, Veterinary Hospital
Job Function and Responsibilities The Administrative Assistant contributes to the success of the Brookfield Zoo Chicago by overseeing multiple administrative functions for the Animal Health and Welfare, Clinical Medicine department in providing excellence in animal welfare.
The primary 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 and Welfare department. Provide direct administrative support to the Senior Vice President of Animal Health and Welfare, and the Director of Animal Health and Welfare Operations.
- Provide general clerical support such as answering phones and email communications, addressing visitor needs, making travel arrangements, preparing reports, filing and organizing documents, recording meeting minutes, performing basic bookkeeping tasks, handling mailings and shipments, and maintaining electronic department files.
- Provide support for accounting, invoicing, and client relations for the Radiology Consulting Service. Communicate with clients, radiologists, and facilitate study submissions as requested.
- Maintain office equipment and office supplies for the department as needed.
- Maintain, file, and manage electronic and hard copy patient medical records as directed.
- Under direction of the Director of Animal Health and Welfare Operations assist in tracking and scheduling examinations and procedures for the animal collection. Work with external consulting veterinarians to coordinate scheduling, records reporting, and logistics. Communicate with Animal Care and Programs staff as requested. Coordinate logistics with internal departments and contracted services/vendors/suppliers.
- Support 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 support to the animal shipment transaction program by gathering, organizing, and processing medical records and generating 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.
- Liaise with hospital volunteers who assist with hospital projects and daily operations.
- Assist with departmental purchase order creation, order placement, invoice acquisition and processing, expense reports, and accounts 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.
Position Requirements and Specifications The requirements for this position include the following:
- Associate's Degree in Business, Communications, Secretarial Science, or other directly relevant field or four years of equivalent experience.
- 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 full professional 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.
- Experience and/or ability to work and interact effectively with a diverse, multicultural audience.
Preferred Qualifications:
- Database skills strongly preferred.
- Valid Illinois driver's license preferred.
- Multilingual ability, Spanish fluency a plus.
Additional Information Brookfield Zoo Chicago is an Equal Opportunity Employer. Job Location Chicago Zoological Society-Brookfield Zoo Department Animal Health and Welfare Group Animal Health and Welfare
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Chicago Zoological Society
April 19, 2024