Program Assistant, Animal Programs
Under general supervision, performs various duties in support of the Association of Zoos and Aquariums’ (AZA’s) Conservation, Management and Welfare Sciences department. Responsibilities include: maintaining departmental databases; preparing and editing reports; maintaining accurate records and webpages related to the department’s work; providing excellent member services and support to AZA Committees, Animal Programs, institutional collection planners, AZA members and partners, and the general public; and completing other duties as needed. Works closely with the Wildlife Conservation and Management Committee (WCMC). Reports to the AZA Senior Vice President of Conservation, Management and Welfare Sciences.
Essential Duties and Responsibilities
The essential functions include, but are not limited to the following:
- Assist with updating, maintaining, and querying online departmental databases related to AZA Animal Programs through the Association Management Software, as well as several offline databases. This includes the Animal Programs Database, the SSP Sustainability Database and Search Portal, PMCTrack, and ZIMS.
- Update Animal Program handbooks and materials; maintain consistent communication with Animal Program Leaders, Institutional Liaisons (ILs), Institutional Representatives (IRs), related Committees, and the staff of the AZA Population Management and Reproductive Management Centers (PMC and RMC).
- Proof Committee meeting documents, presentations, and minutes; draft and distribute formal letters or emails for staff and related Committees.
- Compose and publish the monthly Animal Programs Update; relay pertinent information to Animal Program participants via emails and the AZA Network groups.
- Determine annual Program Leader Service Award recipients; assemble and distribute Certificates of Appreciation.
- Monitor Animal Program Leader accountability; vet and post Animal Program documents to the departmental databases and AZA website.
- Assist with the formatting and review of Animal Care Manuals (ACMs).
- Update and maintain departmental sections of the AZA website.
- Maintain SOPs for the department’s databases and processes.
- Assist departmental staff with special projects and clerical duties.
- Answer general inquiries related to AZA’s Animal Programs.
- Perform other duties as requested.
Minimum Qualifications (Knowledge, Skills, and Abilities)
- Strong computer literacy; experience with database management, Microsoft Office software, and internet resources.
- Strong verbal and written communication skills, including effectively editing and proofreading work.
- Ability to prioritize and efficiently balance a variety of tasks and deadlines.
- Strong attention to detail.
- Adeptness at establishing and maintaining effective working relationships.
- Skill in working independently and efficiently.
- Skill in querying data and formatting reports.
- Skill in establishing and maintaining effective working relationships with staff and members.
Minimum training and experience:
- Bachelor’s degree or background in the biological sciences.
Physical Demands and Work Environment
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.
Primarily an office position. Requires computer usage, verbal and written communication, and occasional travel. Moderate noise levels, including outdoor noise. Requires adherence to a regular, predictable schedule. May require occasional lifting of materials including folders, papers, and office appliances.
While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, handle or feel objects, tools, or controls. The employee is occasionally required to stand; walk; sit, and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate.
Send cover letter and resume to firstname.lastname@example.org with the subject line: Program Assistant, Animal Programs