Administrative Assistant - Education

Year-Round Part-Time Employment

Schedule and Salary

Days: Monday - Friday

Hours: TBD

Start Date:

Salary: $16.00 - $18.00 DOE

Classification: Non-Exempt

Contact: bdelong@oaklandzoo.org

Application Deadline: 12/15/17

How to Apply

Overview

The Education Administrative Assistant primarily supports the work of the Education Reservations Associate. This position performs general administrative duties, as well as helps to maintain Registration databases and calendars, and assists with all duties related to outreach, recruitment, registration, revenue collection and tracking. In addition, the Education AA supports the work of the Volunteer Services staff, the Zoo-to-Community Program Director, and the Director of Education with general administrative duties, as needed (i.e. word processing, data entry, phone calls, internet research, filing, scheduling, making copies, etc.). Maintains a positive attitude and serves as first line of contact for Zoo visitors. Upholds the mission and values established the East Bay Zoological Society (the “Zoo”) and adheres to policies and procedures as set forth by the Zoo.

Responsibilities

1.Reports directly to Education Reservations Associate

2.Acts as first-line representative for the Education Department for all callers and visitors.

3.Manages lobby area of Education building.

4.Answers incoming phone calls and supplies information to callers, relays messages and announces visitors.

5.Primarily supports and assists Education Reservations Associate with all duties related to outreach, recruitment, registration, and revenue collection for Education Department programs, classes and special events.

6.Also provides support and assistance to Volunteer Services Program Director and staff, and Zoo-to-Community Program Director and the Director of Education with general administrative duties, as needed (i.e. word processing, data entry, phone calls, internet research, filing, etc.).

7.Completes special or overflow administrative projects as needed for department leads.

8.Oversees and operates basic office equipment (copier, postage meter, etc).

9.Picks up, sorts and distributes incoming mail.

10.Uses two-way radio system to locate and communicate with staff members and other Zoo employees as needed.

11.Coordinates service efforts with Operations, food services, Grounds, Guest Services, and other department representatives as required.

12.Demonstrates superior customer service with all, including internal (co-workers) and external (vendors, visitors, program and event participants, etc).

13.Demonstrates knowledge of, and supports, the East Bay Zoological Society’s mission, vision, value statements, standards, policies and procedures, operating instructions, confidentiality standards, and code of behavior.

14.Performs other related duties as required and assigned.

Required Capabilities

  • Reliable
  • Ability to work under pressure and handle high call/email volume or people traffic
  • friendly and professional
  • consistently communicates a positive attitude to visitors and other staff
  • organized and efficient
  • excellent prioritization skills
  • good time management
  • attention to detail
  • flexible and good attitude, as assignments and needs for the day often change from original plan
  • can work independently after instruction with minimal supervision
  • able to work as part of a group and as a team member
  • able to take direction from a variety of staff

    use of Outlook, Excel, Word, (Volgistics and Galaxy a plus)

familiarity with office equipment (computers, copier, fax, phones, etc)

  • must be multi-tasker who transitions easily from task to task

willingness to serve as support for various projects as needed

  • comfortable speaking with public, visitors and staff in-person, on phone, and via email
  • able to walk the zoo to supervise and assist volunteers (ie – event days)
  • experience working with volunteers and special events is a plus
  • bilingual (English/Spanish) a plus

Required Education

College degree preferred, or equivalent experience

Required Experience

  • At least 5 years of administrative or secretarial experience required
  • Strong customer-service experience/background highly preferred
  • Experience with large data bases required
  • Experience with collecting and tracking revenue and managing petty cash highly preferred

Disclaimer

Please note that this job description intends to describe the general nature and level of work being performed the people or person assigned to this job. It is not to be construed as an exhaustive list of all responsibilities, duties and/or skills required of the personnel for this position. The order in which duties and responsibilities are listed is not significant, and personnel may be required to perform duties beyond this list or outside of their normal responsibilities from time to time or as needed.

How to Apply

P.O. Box 5238

9777 Golf Links Road Oakland, CA 94605