Facilities Administrative Assistant

Shedd Aquarium; Chicago (IL); On-site; USD 52,000 - 56,000; Full time

Benefits offered by this job

Medical Insurance (FSA / HSA)

Vision and Dental Insurance

Accrued Paid Time Off

Up to 12 Paid Holidays

Life Insurance

Parental Leave and Adoption Assistance

401(k)

Discounted Parking and Public Transit

Employee Assistance Program

Employee Wellness program

Employee Discounts

Employee Tickets

Job summary

Shedd Aquarium is seeking a Facilities Administrative Assistant to provide on-site administrative and office support to the Senior Vice President of Facilities and Security, and related teams at the main building and CACS. Responsibilities include purchasing, payroll processing, budget tracking, and maintaining emergency contacts.

The role requires 3–5 years of experience, strong MS Office and typing skills, and familiarity with Intacct, ADP, SharePoint and related systems.

Qualifications

• High school diploma required; associate degree or admin training preferred.
• 3–5 years as an administrative assistant or similar role.
• Accurate typing and proficiency with Microsoft Office.
• Familiarity with FTP/file sharing tools and basic accounting workflows.

Responsibilities

• Process purchasing orders, invoices and expense reports for facilities.
• Manage electronic payroll and bi-weekly timekeeping.
• Track capital and operating budgets for facilities teams.
• Maintain emergency contact lists and prepare evacuation materials.
• Coordinate contracts, vendor setup and procurement with Intacct.
• Support calendar management and general office operations.

Skills

Accurate typing

Microsoft Office

FTP / file sharing

Time management

Education

High School Diploma

Associate degree or admin training preferred

Tools

Intacct

ADP

MS Teams

SharePoint

Brightly

Ironclad

Job description

TITLE: Facilities Administrative Assistant

DEPARTMENT: Facilities

REPORTS TO: Sr. VP of Facilities & Security

STATUS: Full-time, Non-Exempt

PAY RATE: $25.00 - $27.00/hour

LOCATION: Chicago, IL, Onsite

POSITION OVERVIEW

This is a full-timeAdministrative Assistantposition thatprovides administrative and office support tothe SeniorVice President of Facilitiesand Security, Environmental Quality, Coral Reef II, Technology,Financeand SecurityTeamsonsiteatthe main aquarium building and at the CACS.

S/heis responsibleforallprocurementprocessesand procedures relatedtopurchase ordersand contracts.Timekeeping and processing of electronic payroll.Provides capital and operational budget tracking for the Facilities and Water Quality group. Maintainsthe organizational emergency contact listsfor the Security team. Provides support to the Facilities team forthe preventativemaintenance and service desksystems.Supports schedule management for the Senior Vice President of Facilities. Providesgeneralsupportto the Facilities ManagementTeamandmaintainsanoffice environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES

include the following. Other duties may be assigned. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Demonstrate commitment to Shedd’s vision,missionand values.
• Purchasing:
  • Producespurchase orders, check requests,tracksinvoicesand expense reports.Responsible forsendingfinal approvedpurchase ordersto vendorsandcontractors.
  • Work closely withPurchasingDirectoras updated purchasing information becomes available.
  • Request new vendor setup inpurchasingportal(Intacct)
  • Maintainscredit cardpurchasesand monthly reconciliation of credit cardpurchasesfor Facilities,Water Quality, TechnologyTeamsandSheddAquariumVehicles #3 and #4
  • Produce detailed line-by-line purchase orders for Instant Ocean deliveriesfor themainaquarium building and the CACS
  • Producesmonthly cleaning supplies purchase orders.
  • Coordinates with outsourced project managers oncontracts andpurchase ordersto vendors that support theirprojects.
  • Producespurchase ordersfor Coral Reef IIinMiami, Florida.
  • Coordinates with the Shipping and Receiving Clerk to log in checksreceived in theincomingmailtotheaccounting spreadsheet.
• Electronic PayrollManagement(ADP):
  • Reconcilesbi-weeklytimekeepingfor Facilitiesand Water Quality Teams.
  • Preparesthesign-in timesheet for tracking work time, PTO, Floating Holidays, and Holidaysforall pay periods.
  • MaintainsPTO calendarand tracking of scheduled and unscheduled PTO use.
  • Submitse-time to Vice Presidents for approval.
  • Servesas an e-timebackup to other Administrative Assistantswhen needed for PTO coverage.
• Capital and Operating Budget Tracking:
  • Tracksallpurchasingtransactionsby account codeand maintainsthe monthly operating and capital spending spreadsheets.
  • Requests project numbersfor new projectsannually and whennecessaryduring the year.
• Contracts:
  • Trackandmaintaincontract expirations.
  • Request new scope and cost from vendorfor annual service contract renewals.
  • Assist withRFPprocessforrenewal ofexisting andnew contracts.
  • Assistwith schedulingpre-bid meetingsand walk-throughs.
  • Entersservice agreement data incontractportal.(Ironclad)
  • Issuespurchaseorders referencing contracts.
• Emergency Contact List and Evacuation Sheet:
  • Coordinates thequarterly update of theorganization'semergency contact listandupdates the Department’s file in SharePointforpreparedness for evacuation drillsand otheremergencies that may requiremusterreporting.
• Other Administrative Duties:
  • SupportPreventiveand ServiceDeskdata management.(Brightly)
  • Filesand organizesconstruction close-out documents.Coordinates file transfers with contractors andowners' reps.
  • Scheduling andcalendaringmeetings.
  • Coordinates administrative requests.
  • File/maintaindocuments in SharePoint.
  • Make travel arrangementsfor Facilitiesand Water Quality Teams.
  • Maintain and update Facilities Org chart with headshots.
  • Coordinate onboarding of new employees, includingsetting up workstations, training documents, uniform orders, review of safety policies as well aspurchasingproceduresetc.
  • Orders all uniforms and PPE for all facilities staff.
  • Maintain an office environment
    • Distribute daily mail.
    • Order andmaintainoffice supplies, etc.
    • Schedule meeting spaces and technology.
    • Support scheduling for F150 and Isuzutrucksusage.
    • Organize and order meals as needed for meetings and staff lunches.
  • Provides support to City andLake Water usagereports and filing with each agency.
  • Engagesin continuous training on the business-critical platforms-Intacct, ADP, MS Teams, SharePoint,Brightly, Ironclad,technology, and Evacuation Drills.
  • Coordinateswith other administrators across the organization,identifyingopportunities for increasedefficienciesand smooth operations.
  • OrdersandmaintainsFacilities safety suppliesin coordination with the Security Team.

QUALIFICATIONS

The requirements listed below are representative of the knowledge, skill, and/or ability required.

Education

• Minimum High School diplomarequired
• Junior college degree orprofessional administrationtraining preferred.

Experience

• 3-5 years of work experience as an administrative assistant or related position.
• Accurate typing skills.
• Proficient inMicrosoft Office tools.
• Proficient in the use of FTP sites and other file share platforms.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Sit
• Stand
• Stoop
• Walk

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

This person may be exposed to:

• Water
• Heat
• Cold
• Air particles
• Fire
• Low noise
• Moderate Noise
• Loud Noise

BENEFITS OF WORKING AT SHEDD

We offer competitive compensation packages and opportunities for professional growth within our organization.

• Medical Insurance, including FSA and HSA plan options
• Vision and Dental Insurance
• Accrued Paid Time Off
• Up to 12 Paid Holidays
• Life Insurance
• Parental Leaveand Adoption Assistance
• 401(k)
• Discounted Parking and Public Transit Subsidies
• Employee Assistance Program
• Employee Wellness program, including Preventive Care Incentive
• Employee Discounts
• Employee Tickets

Reasonable Accommodations

Shedd Aquarium is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need reasonable accommodations for any part of the employment process, please email us at [e-mail].

We strongly encourage people of color, LGBTQ+ community, veterans and active duty military, parents, individuals with disabilities, and individuals from all cultural backgrounds to apply. Shedd Aquarium is an equal opportunity employer and welcomes everyone to our team.