Administrative Specialist


The Administrative Coordinator is a member of the Utica Zoo’s administrative team reporting to the Director of Administrative Operations. The position is responsible for assisting department managers and executing daily operations. This position will assist with confidential human resources, development, daily financial procedures, event coordination and volunteer management. This position contributes to the success of the Utica Zoo by working with all departments to provide backend support for the staff, the animals and our visitors.

Essential Duties, Skills, and Responsibilities:

· Administrative

  • Organize, coordinate meetings, activities, and appointments in person or via ZOOM, while assuring necessary materials, information, and space are available.
  • Answer phone calls, emails, maintain office filing system, sort, and process mail, compose letters/memos as appropriate, aid in producing mailings, etc.
  • Constantly exhibit a visitor experience attitude, by conducting yourself at the highest level of integrity and empathy, communicate with visitors, and answer questions in a courteous manner with both internal and external parties.
  • Ensure copy room is always functioning and fully equipped.
  • Process any orders for the zoo with Director of Administrative Operations approval.
  • Prepare monthly board report for the Board of Directors.
  • Record minutes and prepare summary for monthly all staff meetings.

· Human Resources

  • Provide excellent onboarding process for new staff and assist with new hire paperwork.
  • Assist with new hire orientation.
  • Onboard new employees into ADP.
  • Perform background checks for potential new hires.
  • Assist with interviews for potential applicants.
  • Call applicants’ references.
  • Check Indeed for applicants daily.
  • Implement onboarding process and ensure all new employees complete all necessary trainings within 30 days of hire.
  • Assist with employee benefits as needed.
  • Ensure all NYS labor law posters are posted in appropriate places.
  • Record retention of employee files
  • Assist with payroll processing/timecard adjustments.
  • Set up online interviews via ZOOM when needed.
  • Assist management with required CSEA documents.

· Finances

  • Participate in daily finance procedures including resetting bags, deposits, and monthly safe count.
  • Coordinate invoice approvals and oversee outgoing payments with bookkeeper.
  • Work with financial vendors to ensure bills are being paid accurately and in a timely manner.
  • Must be able to learn and understand business finances.
  • Assist the Director of Administrative Operations as needed.

· Volunteer Management

  • Coordinate spontaneous registered, and annual work groups.
  • Coordinate clerical volunteers.
  • Coordinate general volunteers for special events.

· Event Coordination

  • Assist with event planning for all zoo rentals & sponsored events, including event and rental set up, and break down.
  • Support solicitation & after event follow up of sponsors & vendors for events.

· Other duties as assigned.


· Position requires an Associate’s degree with two years of professional work experience

· Excellent written and oral communication skills, positive attitude and organizational skills

· Ability to relate positively with a diverse staff and diverse groups of visitors

· Strong interpersonal skills and the ability to exercise good judgment, fairness and tact.

· Good communication skills within department, between departments, and as a spokesperson for the Zoo, ability to work as a part of a team required.

· Strong computer background and proficiency required with Microsoft Office including Word, Excel, and Outlook. Previous database work is preferred.

· Must be able to walk, stand, sit, kneel, stoop, crawl, twist, reach above head, pull, bend, climb stairs and ladders and carry up to 25lbs. Must be able to work in inclement weather.

· Ability and willingness to work weekends, evenings and special events as the schedule demands

· Will undergo a background check and must have a valid, current driver’s license.

· Must have first and second Covid-19 vaccinations.


  • 8 hour shift
  • Day shift
  • Holidays
  • Weekend availability

Ability to commute/relocate:

  • Utica, NY: Reliably commute or planning to relocate before starting work (Required)

Compensation and Benefits:

Job Type: Full-time

Pay: $32,280.00 – $34,320.00 per year


  • Dental insurance
  • Employee assistance program
  • Employee discount
  • Health insurance
  • Health savings account
  • Paid time off
  • Retirement plan
  • Vision insurance

How to Apply:

Please send resume AND cover letter with salary requirements to:

Application materials without salary requirements will not be considered

Applications also accepted through Indeed.

Fill out my online form.

Due to the INCLEMENT WEATHER, the Utica Zoo will be closed on TUESDAY, MARCH 14. We apologize for the inconvenience.