Wilder Institute/Calgary Zoo Looking for Administrator – Animal Care, Health & Welfare at Calgary, AB Full Time

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

Contract:

Start Date: June 01, 2023

End Date: September 27, 2024

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.

Working Conditions:

• Extensive use of a computer.
• Able to work in an open office environment and set up for efficient remote work from home.
• Supporting inventory receiving and distribution as well as equipment maintenance may sometimes take incumbent into nonstandard workplaces across the Calgary Zoo site. A high degree of mobility across grounds is required. Ability to lift/push/pull up to 50lbs.

The Calgary Zoo is an outdoor facility and all staff working at the zoo must be comfortable working in a large variety of outdoor conditions. The Calgary Zoo follows the advice of Environment Canada when responding to temperature and air quality issues.

The Wilder Institute/Calgary Zoo is a no smoking environment including vaping.

What We Offer:

• Participation in the Staff Pass Benefit Program
• Discounts on food, beverage, and merchandise
• A fun, rewarding work environment and the opportunity to work in a park full of animals from around the world

Are you ready to join one of Canada’s leaders in wildlife conservation?

If this position suits your skills, experience and personal attributes, we want to talk to you.

Apply by doing the following;

• Watch this video about the conservation work being done at the Wilder Institute/Calgary Zoo (https://www.youtube.com/watch?v=ewuP6xA-yiA)
• Submit your resume with a cover letter via our online application system.

Applicants must be legally entitled to work in Canada.

If this position is a fit for you, we encourage you to apply with a resume and cover letter no later than April 19, 2023 @ 4:00pm MST.

The Wilder Institute/Calgary Zoo strives to cultivate a workplace in which everyone feels welcome and empowered to bring their authentic selves to work. As a conservation organization, we respect and value the diversity of all life and come together as individuals and teammates to achieve the organization’s mission and vision. We recognize the value of diversity, equity, and inclusion, and work to advance our culture to ensure diverse viewpoints are heard and everyone has an equitable chance to succeed and thrive.

All candidates are thanked for their applications and advised that only those selected for interviews will be contacted.