Conservation & Education Administrative Coordinator (Full Time)

Kansas City Zoo & Aquarium; Kansas City (KS); On-site; USD 24,000 - 35,000; Full time

Job summary

Kansas City Zoo & Aquarium seeks an Administrative Coordinator for Conservation & Education to provide comprehensive support, manage reservations, travel logistics, and educate resource collections. The role requires strong organization, proactive communication, and technical aptitude within a dynamic zoo environment.

Responsibilities include coordinating bookings, maintaining calendars, handling mail, files, and payments, and supporting department and zoo initiatives.

Qualifications

• Highschool diploma/GED required.
• At least 2 years’ experience in office or resource management preferred.
• Experience with reservation/ticketing systems (Galaxy, Cognito, When to Work) preferred.
• Experience with collection/library management software (Follett) preferred.
• Experience with Excel and worksheet reporting preferred.
• Strong verbal and written communication skills required.
• Strong computer skills including Microsoft Office required.
• Strong organizational and analytical skills required.
• Must have valid driver’s license.
• CPR/First-Aid certification desired.
• Flexible schedule including weekends, holidays, and evenings.
• Background and drug screening required.

Responsibilities

• Oversee education program reservations and booking with staff/resources.
• Maintain department calendars; schedule meetings and travel logistics.
• Process mail and other documents; answer calls and greet visitors.
• Maintain and organize files, ensure confidentiality.
• Order and manage office supplies and equipment; monitor inventory.
• Process payments and refunds for programming.
• Disseminate participant/program numbers to management; zoo-wide communication.
• Support department and zoo special projects, events and initiatives.
• Coordinate department resources and library; catalog materials.
• Acquire, organize and catalog department resources (print, AV, artifacts).
• Maintain inventory records and resource usage; repair/deaccession materials as needed.
• Assist in implementing the education mission and strategic plan.

Education

Highschool diploma/GED

Tools

Galaxy

Cognito

When to Work

Follett

Excel

Job description

CONSERVATION & EDUCATION ADMINISTRATIVE COORDINATOR

• DEPARTMENT Conservation & Education
• CLASSIFICATION Non-Exempt
• REPORTS TO Senior Education Manager
• DIRECT REPORTS N/A
• STARTING PAY $21.50

POSITION DESCRIPTION

Under general direction, the Conservation and Education Administrative Coordinator will provide comprehensive administrative support to the Conservation and Education department, playing a key role in facilitating smooth operations, coordinating reservations and travel, and managing the educational resource collection effectively. This role requires a highly organized, proactive, and technically adept individual with excellent communication and interpersonal skills.

POSITION DUTIES & ESSENTIAL FUNCTIONS

Oversee all education programming reservations and booking, including:

• Coordinate bookings with availability of staff and resources involved with requested programs.
• Maintain department calendars, schedule appointments and meetings, and coordinate logistics for meetings, conferences, workshops, and events including travel.
• Process incoming and outgoing mail and other documents.
• Answer phone calls, greet visitors, and provide information or direct inquiries to the appropriate personnel.
• Maintain and organize physical and electronic files and records, ensuring easy retrieval and confidentiality.
• Order and maintain office supplies and equipment and manage inventory levels.
• Process payments and refunds for department programming.
• Disseminate participant and program numbers to education management staff, as well as communicating relevant information zoo wide.
• Support department and Zoo special projects, events, and initiatives.

80%

Responsible for the coordination of department resources and library, including:

• Acquire, organize, and catalog, department resources including print, audiovisual materials, and artifacts.
• Maintain inventory records and coordinate use of resources.
• Repair and deaccession Zoo resources and library materials, as required.

15%

Assists the Conservation and Education department in coordinating the implementation of the Zoo & Aquarium’s education mission and strategic plan.

5%

*This position may at times be requested to perform other duties or special projects as assigned, which are in the best interest of the Kansas City Zoo & Aquarium.

*All employees must be able to perform the essential functions of their position satisfactorily and, upon request, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

MINIMUM QUALIFICATIONS

1. EDUCATION & FORMAL TRAINING:
   1. Highschool diploma/GED required.
2. EXPERIENCE:
   1. At least 2 years’ experience in office or resource management strongly preferred.
   2. Previous experience with reservation/ticketing systems, such as Galaxy, Cognito and When to Work, strongly preferred.
   3. Previous experience with collection/library management software, such as Follett, preferred.
   4. Previous experience with excel and worksheet reporting preferred.
   5. Strong verbal and written communication skills required.
   6. Strong computer skills, including Microsoft Office required.
   7. Strong organizational and analytical skills required.
3. OTHER MINIMUM REQUIREMENTS:
   1. Must have valid driver’s license.
   2. Can move equipment weighing up to 50 pounds, with or without assistance.
   3. Must be willing to become CPR/First-Aid certified.
   4. Must be able to work a flexible schedule, including weekends, holidays, and evening hours, in all weather extremes.
   5. Must pass a background and drug screening.