Zoo School Office Coordinator
Collaborate with a passionate Zoo Crew in San Antonio
Choosing where to grow your career has a major impact on your professional and personal life, so it’s equally important you know that the place you choose to work at will support and guide you. With a diversity of passionate people, San Antonio Zoo is a place where you can collaborate with others securing a future for wildlife.
The Impact You’ll Make in this Role
An Office Coordinator provides operational support in a one-on-one working relationship with the Director. The Office Coordinator must possess a mastery of office skills, demonstrate the ability to assume responsibility without direct supervision, exercise initiative and good judgment, and make decisions within the scope of assigned authority. An Office Coordinator must also exhibit the highest level of professionalism, confidentiality, and guest focus at all times.
As a Zoo School Office Coordinator, you will have the opportunity to tap into your curiosity and collaborate with some of the most innovative and diverse people in San Antonio. Here, you will make an impact by:
- Ensures office runs smoothly by ensuring office supplies are stocked, machines are in working order and is organized.
- Manage Director appointment schedule by planning, scheduling, and coordinating meetings.
- Schedule meetings, and ensure notice goes to all attendees, with resolving and prioritizing conflicting needs; handles matters expeditiously and proactively.
- Screen incoming calls; making notes of essential information and prioritizing the calls to be returned by the Director
- Conserves the Director’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information.
- Research, prioritize, and follow up on incoming issues. Concerns addressed to the Director, including but not limited to those of sensitive or confidential nature and the environment with the ability to determine the appropriate course of action, referral, or response.
- The Office Coordinator will coordinate and ensure all campus events run smoothly by ensuring parental communication, handling of guests and ensure supplies needed are on site.
- Balances and process all purchases through business accounts as well as ensures correct documentation is filed.
- Observes for and updates SOP’s to ensure office runs smoothly for our guests.
- Upholds and maintain discretion and confidentiality to the highest standard.
- Welcome a variety of visitors via phone or in person, ascertain the purpose of their visit, and take messages and/or direct visitor(s) to an appropriate person or location.
- Serve as organizer for Travel for administrative team.
- Organize and implement teacher appreciation events/gifts and awards.
- Consistently exhibit an attitude of service inside and outside of the zoo and campus, showing hospitality to all.
- Be fully committed to the mission of San Antonio Zoo and Will Smith Zoo School to create awareness that inspires action to care for the wild world we steward and animals we protect.
- Performs other work-related duties as required and assigned.
Your Skills and Expertise
To set you up for success in this role from day one, the San Antonio Zoo recommends the following skills/qualifications:
- Stable work tenure: five to ten years of experience supporting executive level office, preferably in a non-profit organization.
- Proficient in Microsoft Office, Adobe Acrobat, and Social Media web platforms.
- Expert level of written and verbal communication skills.
- Proven ability for excellent calendar management.
- Outstanding problem-solving skills.
- Superb organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
- Solid interpersonal skills. The ability to build relationships with a diverse level of leadership, such as stakeholders, board members, external partners, and donors.
- Familiar with travel logistics.
- Able to effectively and tactfully communicate with the guest in person or on the telephone in a professional manner.
- Successful candidates must complete a pre-employment drug screening and background check.
- We enjoy year-round operation for all staff, must be available day, nights, weekends, and occasional special after-hour assignments.
The San Antonio Zoo is an equal opportunity employer. San Antonio Zoo will not discriminate against any applicant for employment on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or veteran status.
