Zoo Registrar and Records Coordinator

Miami-Dade County, Florida, US
Closing date
Sep 29, 2022

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Aquarium / Zoo / Botanical garden
Conservation science
Salary Type
Employment Type
Full time
Zoo Miami

Zoo Registrar and Records Coordinator

Now is a great time to join our family and be a part of Zoo Miami's dynamic future as we strive to 'Share the wonder of wildlife and help conserve it for generations to come'. Experiencing an exciting time of advancement, Zoo Miami is focused on five strategic priorities: Animal Well Being, Conservation and Stewardship, Guest Experience, Financial Strength, and Performance Excellence.

Zoo Miami is proud to be active in many global wildlife and environmental conservation initiatives and is involved in over 36 projects taking place on six continents. The largest and oldest zoological garden in Florida, Zoo Miami is the only tropical zoo in the continental United States, occupying almost 750 acres (340 developed), the Zoo is home to approximately 3,000 animals representing nearly 500 different species.

Zoo Miami is currently seeking an exceptional, team-oriented candidate who will be responsible for maintaining the Zoo's animal and biological records, permits, and transactions according to industry and legal standards. This position reports directly to the Animal Science Manager.

Responsibilities/duties include, but are not limited to:

Serves as a Zoo Miami liaison with government and regulatory agencies (USDA, FWC, USFWS, etc.), records management system (Species360), and AZA conservation programs; prepares, submits by required deadline and oversees compliance of local, state, and federal operating permits, licenses, and wildlife regulations to ensure legal compliance; coordinates on-site inspections with appropriate regulatory authorities; oversees, prepares and monitors animal transactional paperwork to ensure legal compliance with local, state, federal and international laws, government regulations and industry-specific standards; assist with coordination of transports and required documentation.

Manages and monitors the status of collection animals out on loan from Zoo Miami as well animals in on loan from other zoological institutions, primarily through the annual loan reporting process; oversees legality of animal acquisitions/dispositions which includes specific taxa related permits; assists with shipping coordination between institutions including IATA (International Air Transport Association) regulations and Lacey Act (bans trafficking in illegal wildlife).

Manages the zoos biofact collection ensuring proper documentation, as well as acquisitions/dispositions of items.

Oversees, manages, and maintains both active and historical animal records systems ensuring data quality and preservation including, but not limited to, retention schedules, accessibility, duplication and legality while ensuring that records are fully automated within the current animal records management system, ZIMS (Zoological Information Management System) when applicable; assists and provides oversight of approving provisional ZIMS entries; researches discrepancies of historical records for collection animals.

Oversees and is responsible for the organization, filing and record maintenance for all current and historical documents related to collection animals; while being accessible for review from any legal agency; oversees appropriate invoice processing as needed; oversees, prepares and manages the animal census/inventory process for annual reporting, permitting requirements, and needed statistical analyses.

Manages the maintenance of zoo-wide data quality by supervising staff responsible for assisting with data entry and standards, reviewing procedures, assisting with the training of staff in proper animal record keeping to allow for direct entry into ZIMS, general records management and data standards; maintains quality of work by reviewing procedures and best practice documents for ZIMS staff training, record management, and transactional processes by recommending changes and implementing improvements.

Assists in the review process for approving vendor relationships with non-AZA facilities.

Actively participates in appropriate professional associations to stay current on standards for animal data management, changes to local, state, and federal permitting requirements and to continually elevate the level of professionalism of Zoo Miami and the Registrar position.

Performs related work as assigned or required.

Experience Required

Minimum Qualifications: Bachelor's degree. Four years of administrative experience to include the maintenance of animal inventory records at a zoological park or related facility are required. Completion of the Institutional Records Keeping course by the Association of Zoos and Aquariums (AZA) may substitute for one year of the required experience. Additional related experience may substitute for the degree on a year-for-year basis. Preferred Qualifications: Bachelor's degree. Knowledge of animal taxonomy, scientific nomenclature, animal husbandry, and collection management principles. Familiarity with AZA cooperative animal management programs, such as studbooks, SSPs, TAGs, GSMPs, etc. Knowledge of and experience with IATA regulations and the CITES Convention as well as the US Endangered Species Act. Familiarity with state and federal permitting and licensing requirements for zoos, aquariums, and conservation programs. Able to operate moderately complex computer software programs. Knowledge of ZIMS functionality to properly manage records within the system, as well as communicate with other zoological institutions. Able to maintain consistent level of productivity and complete projects and tasks in a reasonable timeframe, to the satisfaction of management.


This is a full time position with excellent benefits as an employee of Miami-Dade County.

How to Apply

IMPORTANT: In order to be considered for this position you MUST apply online through the Miami-Dade County Human Resources website, http://www.miamidade.gov/humanresources/jobs.asp and search for Job Opening #72422.

NOTE: NOTE: County applications now allow you to attach a resume. Therefore, prior to submitting your application, please make sure your resume is updated with your current and previous position(s) to include details of duties performed and responsibility. However, please also make sure the application details (all tabs) are completed in full.

Applications will be accepted until close of business on September 24, 2022

Zoo Miami

12400 SW 152nd Street

Miami, FL 33177

Phone: 305-251-0400

Fax: 305-378-6381

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