Conservation & Education Administrative Coordinator (Full Time)

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

Job summary

Kansas City Zoo & Aquarium is seeking an organized Conservation & Education Administrative Coordinator to provide broad administrative support to the department. You will coordinate reservations, travel, and education resources while maintaining calendars and records.

The role requires strong communication, proactive planning, and technical aptitude, with duties across office administration, resource management, and project support. On-site position with varied hours including weekends.

Qualifications

• Strong verbal and written communication skills.
• Experience with office/resource management preferred.
• Familiarity with reservation/ticketing systems and library management software is preferred.

Responsibilities

• Coordinate bookings with staff and resources for programs.
• Maintain department calendars and coordinate meetings, travel, and events.
• Process mail and documents; handle inquiries and direct to appropriate personnel.
• Greet visitors, answer phones, and provide information.
• Maintain physical and electronic files with confidentiality.
• Order office supplies and manage inventory; process payments/refunds for programming.
• Disseminate program numbers and information to education management and zoo-wide staff.
• Support special projects and events for the department and Zoo.
• Coordinate resources and library, including cataloging and inventory; repair/deaccession materials.
• Assist in implementing the Zoo & Aquarium’s education mission and strategic plan.

Skills

Verbal and written communication

Organizational skills

Analytical skills

Microsoft Office

Adaptability / multitasking

Education

High school diploma/GED

Tools

Galaxy reservation system

Cognito reservation system

When to Work

Follett library software

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

Duties

• 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

EDUCATION & FORMAL TRAINING:

• Highschool diploma/GED required.

EXPERIENCE:

• At least 2 years’ experience in office or resource management strongly preferred.
• Previous experience with reservation/ticketing systems, such as Galaxy, Cognito and When to Work, strongly preferred.
• Previous experience with collection/library management software, such as Follett, preferred.
• Previous 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.

OTHER MINIMUM REQUIREMENTS:

• Must have valid driver’s license.
• Can move equipment weighing up to 50 pounds, with or without assistance.
• Must be willing to become CPR/First-Aid certified.
• Must be able to work a flexible schedule, including weekends, holidays, and evening hours, in all weather extremes.
• Must pass a background and drug screening.