Safety Administrative Coordinator

Safety Administrative Coordinator

The Safety Administrative Coordinator provides essential administrative, organizational, and operational support to the Nashville Zoo's Safety and Security Department. This position is responsible for maintaining departmental records, coordinating administrative functions, assisting with safety meetings and audits, managing office supplies and inventory, and maintaining employee training records, manuals, and related documentation.

The successful candidate will be personable, organized, detail-oriented, and capable of managing multiple priorities in a fast-paced, dynamic environment. This position requires a proactive individual who can communicate effectively with employees and leadership, maintain accurate records, exercise discretion when handling sensitive information, and provide flexible support to departmental operations throughout the property as needed.

This job description describes the general nature and level of work performed in this position. It is not intended to be an exhaustive list of all duties, responsibilities, qualifications, or requirements. Responsibilities may be modified as operational needs change.

• Perform daily administrative and clerical duties to support the effective operation of the Safety and Security Department.
• Maintain regular attendance.
• Maintain professional conduct at all times and consistently model the organizations values in all interactions with colleagues, guests, and stakeholders.
• Prepare, organize, proofread, and maintain departmental correspondence, reports, forms, spreadsheets, and other documentation.
• Assist with scheduling meetings, coordinating calendars, preparing agendas, recording meeting notes, and distributing follow-up items.
• Maintain organized electronic and physical filing systems, ensuring documents are accessible, accurate, and properly retained.
• Answer departmental inquiries, communicate professionally with employees and other departments, and direct requests to the appropriate personnel.
• Handle confidential departmental records and information responsibly.
• Assist with the preparation, coordination, and documentation of departmental safety meetings and employee safety initiatives.
• Prepare meeting materials, attendance sheets, presentations, and action-item tracking documents.
• Support internal safety audits and inspections by organizing records, preparing checklists, documenting findings, and tracking corrective actions.
• Maintain audit documentation and assist with monitoring outstanding compliance items and established deadlines.
• Help coordinate safety-related communications, reminders, and follow-up activities.
• Assist with maintaining departmental procedures and documentation in accordance with established organizational requirements.
• Maintain employee training records, certifications, attendance logs, and completion documentation.
• Assist with scheduling and coordinating required training sessions, refresher courses, and departmental development activities.
• Monitor training records for upcoming expiration dates, outstanding requirements, and documentation gaps.
• Maintain current departmental training manuals, standard operating procedures, policies, and reference materials.
• Assist with distributing updated policies and training materials and documenting employee acknowledgments when required.
• Support the preparation of training reports and compliance summaries for departmental leadership.
• Monitor office supply levels and coordinate ordering, receiving, organization, and distribution.
• Maintain accurate inventory records for office supplies, administrative materials, and other assigned departmental resources.
• Identify supply needs, anticipate shortages, and communicate purchasing requirements to department leadership.
• Assist with maintaining organized office spaces, storage areas, and departmental equipment records.
• Support inventory tracking and documentation for other assigned resources as directed.
• Provide administrative and logistical assistance for special events, safety initiatives, training activities, and other departmental projects.
• Assist with preparing materials, organizing resources, and coordinating communications across departments.
• Provide temporary coverage or assistance for designated roles throughout the property when operational needs require it and the employee is appropriately trained and authorized.
• Support other departments during special events, staffing shortages, or changing operational demands as…