Administrative Specialist - Business Operations Division

Overview

Hello, we’re Metro! Metro is dedicated to shaping a better future for the greater Portland region. The work the people of Metro do every day benefits the lives of the people who live here, today, and tomorrow.

The Oregon Zoo is looking for an Administrative Specialist to provide and coordinate administrative, clerical and project-related support for the Business Operations Division and its teams and leadership. You will need to have a keen eye for details to ensure efficient workflow and accuracy and be proactive in your approach while working with competing priorities and multiple stakeholders. This role will be key in helping the division run smoothly by incorporating process improvements and creating standard operating procedures when appropriate.

You will work as part of a greater team, so a collaborative spirit will be essential to be able to communicate with and act as a liaison to internal departments, external stakeholders and the public.

Please note:
This role will provide partial weekend coverage while supporting a 7-day-a-week operation. Please see “Working Conditions” section below for schedule and working environment specifics.

• Act as the first point of contact for the Business Operations Division, responding to or directing inquiries to the appropriate team or party as necessary via phone, email or customer experience software
• Provide general office and administrative support to the Business Operations Division and its teams, being flexible and adaptive to their needs and changing priorities
• Assist with the Oregon Zoo guest experience survey program, sending post visit surveys and assisting with or providing information and data for analyzing survey results
• Prepare and process a variety of correspondence, documentation, spreadsheets and presentation materials; produce reports for various teams or programs within the division
• Provide calendar and meeting support to the Business Operations Division and its committees, including scheduling, coordinating both onsite and offsite meeting logistics, arranging catering needs, developing and distributing agendas, and taking minutes with summaries as requested
• Create documents and forms to streamline processes for the division, including keeping the division up to date on changes
• Coordinate and track division-wide required staff training; help track progress of division goals
• Provide administrative support to the Events team, including inputting and collating data, creating reports and other general assistance as needed
• Create and maintain logs for division-related needs; process information in various recordkeeping systems and maintain filing system for the Business Operations Team utilizing Metro’s records retention guidelines
• As a part of a larger administrative team, work with other staff to assist in a variety of Zoo-wide assignments and projects
• Coordinate with finance staff on purchase order and invoice payment processing needs; process reimbursements; reconcile monthly purchasing card statements
• Assist with domestic and international travel coordination and processing for Zoo staff, including submitting and reconciling appropriate documentation
• Prepare submission materials for and coordinate with procurement, legal staff and external vendors on bids and contract needs for the Zoo and its divisions
• Assist division leadership with onboarding new staff, including ordering necessary supplies, liaising with IT on user account needs/access and revising onboarding checklists as changes occur

• Knowledge of a full range of the principles of office management and administration and the ability to apply these principles in a wide variety of projects and assignments
• Knowledge of standard office equipment, systems, practices and procedures, budgeting, accounting principles and methods
• Effective verbal and written communication techniques
• Ability to adhere to department-related laws and regulations, confidentiality requirements, discretionary functions and departmental/divisional policies and procedures
• Proficient in Microsoft 365/Office Suite, having advanced skills in creating and interacting with spreadsheets
• Abilit…