Animal Health & Welfare Admin Specialist

Brookfield Zoo Chicago; Brookfield (IL); On-site; USD 33,000 - 36,000; Full time

Job summary

Brookfield Zoo Chicago is seeking an Administrator & Assistant, Animal Health, Welfare & Science to provide comprehensive administrative support to the AHWS department, including veterinary services, nutrition, and animal welfare science.

This full-time, non-union role reports to senior leaders, handles scheduling, travel, reports, records, invoicing, and coordination with external veterinary partners, and requires strong organization, communication, and professionalism.

Qualifications

• Associates Degree in Business, Communications, Secretarial Science, or four years of equivalent experience.
• High school diploma or educational equivalent (e.g., GED) required.
• Three years' comparable administrative and clerical experience providing support for multiple managers.
• Computer proficiency with Microsoft Outlook, Word, and Excel.
• Excellent prioritization skills and strong attention to detail and accuracy.
• Excellent customer services skills and ability to effectively work with the public.
• Effective problem-solving skills and the ability to make sound decisions.
• English fluency at a professional working proficiency level.

Responsibilities

• Provide general administrative support to the AHWS department comprised of Veterinary Services, Zoo Nutrition Services, and Animal Welfare Science.
• Provide direct administrative support to the Senior Vice President of AHWS, Director of Operations, Vice President of Animal Welfare Science, and Director of Nutrition.
• Manage calls, emails, visitor needs, travel, meetings, rooms, reports, and filing; maintain AHWS SharePoint and central calendar.
• Assist with invoicing, accounting, and client relations for Radiology Consulting Service; coordinate study submissions.
• Support the Radiology Database program and animal shipment records, ensuring testing and permitting requirements are relayed timely.
• Maintain office equipment, supplies, and department records; coordinate inspections and repairs.
• Track scheduling of examinations and procedures and coordinate with external veterinarians; oversee hospital equipment servicing.
• Monitor student applications for the Veterinary Education Program and coordinate rotations and on-site visits.
• Assist with departmental purchase orders, invoices, reimbursements, and expense reporting; liaise with Plant & Facilities.

Skills

Administrative support

Outlook

Word

Excel

Communication

Time management

Education

Associate degree in Business/Communications/Secretarial Science or related

High school diploma or GED

Tools

SharePoint

Database management

Job description

Brookfield Zoo Chicago is seeking an Administrator & Assistant, Animal Health, Welfare & Science to provide comprehensive administrative support to the AHWS department, including veterinary services, nutrition, and animal welfare science.

This full-time, non-union role reports to senior leaders, handles scheduling, travel, reports, records, invoicing, and coordination with external veterinary partners, and requires strong organization, communication, and professionalism.