Administrative & HR Specialist

The Caldwell Zoo • Full-time • Tyler, Texas • 1w ago

Job Title: Administrative & HR Specialist

Department: Finance

Reports To: HR Generalist

FLSA Status: Non-Exempt

Job Summary: The HR & Administrative Specialist provides vital administrative and HR support while overseeing the zoo’s safety programs and intern program. Additional responsibilities include coordinating staff training, managing travel logistics, and supporting IT and equipment needs.

Job Duties/Responsibilities: include the following. Other duties may be assigned.

Administrative Support

Receive quotes and assist with the selection and ordering of computers, printers, and other electronic equipment.
Troubleshoot electronic equipment and internet access issues and schedule and coordinate service calls from IT and/or service companies when needed.
Arrange and coordinate zoo-wide upgrades and updates of electronic equipment when needed.
Maintain employee email accounts, domain name registrations and website hosting.
Collaborate with the Registrar for AZA accreditation preparation.
Organize staff events.

Safety & Training

Lead, attend, and actively participate in monthly Safety Committee meetings; maintain detailed notes and distribute them to all managers.
Assign quarterly safety inspections, track inspection results, and submit work orders as needed.
Assist with presentation of the monthly safety award (Safety Monkey), including ordering pizza and arranging delivery.
Support Safety Committee members with tasks such as maintaining SDS notebooks, preparing weekly safety training topics, and related safety documentation.
Organize the annual Safety Breakfast and coordinate recognition for yearly safety winners.
Order safety T-shirts and sweatshirts for eligible staff.
Coordinate annual organizational safety training, TB testing, and CPR/AED training for staff.

Travel & Logistics

Manage and oversee travel logistics for staff, including airfare, hotel accommodations, ground transportation, and related arrangements.

Intern

Post internship openings, review applications, conduct interviews, and complete reference checks.
Coordinate HR paperwork, housing arrangements, onboarding, orientation, uniforms, and first-day logistics for interns.
Serve as the primary supervisor for the internship program, providing guidance, oversight, and support to interns throughout their assignment.
Serve as a point of contact for intern questions, concerns, and workplace issues.
Coordinate intern evaluations, feedback, and end-of-internship documentation.

HR Support

Organize HR compliance trainings
Assist with the creation and distribution of the HR newsletter.
Assist with employee anniversary cards and recognition.
Support HR during annual benefits open enrollment.
Assist with posting job openings, tracking applications, and scheduling interviews.
Communicate with candidates regarding interview scheduling and hiring timelines.
Assist with background checks, reference checks, and pre-employment documentation.
Assist HR with seasonal hiring (weekends in January required).
Assist with the preparation and processing of seasonal new-hire onboarding packets and termination packets.
Support preparation for internal or external audits as needed.
Coordinate new employee onboarding, including scheduling orientations, preparing materials, and ensuring completion of required forms.
Coordinate communication between HR, supervisors, and IT for employee onboarding and offboarding needs.
Maintain employee personnel files (physical and electronic) in accordance with record retention and confidentiality requirements.
Ensure confidentiality of employee and organizational information at all times.
Assist HR leadership with compliance tracking related to employment laws, training requirements, and audits.
Prepare routine HR reports and summaries as requested.
Order and maintain HR-related supplies and materials.
File, organize, and maintain employee and intern paperwork and personnel files.
Oversee and coordinate the zoo’s job shadow programs, including scheduling, participant communication, compliance requirements, and coordination with departments.
Assist with data entry and updates in HR systems and databases.

Job Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

Bachelor’s degree in Human Resources, Business Administration, Communications, or a related field; or an equivalent combination of education and experience.
Minimum of 1–2 years of administrative, HR, safety, or office coordination experience preferred.
Experience working in a fast-paced environment and managing multiple priorities.
Previous experience supporting HR processes, training coordination, or internship programs is a plus.

Interpersonal Skills:

Ability to build and maintain effective working relationships with staff at all levels of the organization.
Strong customer-service orientation with professionalism, confidentiality, and discretion.
Ability to work collaboratively as part of a team while also managing independent tasks.
Strong organizational and time-management skills with the ability to prioritize multiple projects.

Language Skills:

Ability to read, analyze, and interpret general business documents, policies, and training materials.
Ability to write professional correspondence, reports, meeting notes, and training communications.
Ability to effectively present information and respond to questions from staff, interns, and management.
Strong verbal and written communication skills.

Mathematical Skills:

Ability to add, subtract, multiply, and divide using whole numbers and decimals.
Ability to calculate basic figures such as percentages for reporting and tracking purposes.
Ability to interpret simple charts, tables, or data summaries (e.g., safety metrics, travel costs).

Physical Requirements:

Must be able to sit or stand for extended periods while performing administrative duties.
Regularly required to use hands to operate a computer and standard office equipment.
Occasionally required to walk the zoo grounds or attend events, trainings, or meetings outdoors.
Occasionally may lift and/or move up to 25 pounds (event supplies, training materials, etc.).
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment:

Work is primarily performed in a standard office environment with moderate noise levels. IT work around the zoo may result in you walking around in extreme hot or cold weather conditions.
Occasional work may take place in outdoor or animal-area settings during events or training.
Position may require occasional weekend or evening hours depending on training schedules, events, or seasonal hiring needs.
Frequent interaction with staff, interns, vendors, and HR leadership.

Benefits: