EMPLOYER: Philadelphia Zoo
POSITION DESCRIPTION:
Duties
Under general supervision of the Animal Collections Manager, is
responsible for providing critical administrative and operational
support within the Animal Department through the maintenance of the
Zoo’s animal records database, implementation of quality control
procedures to ensure the maintenance of data standards, and management
of the Zoo’s sci-tech library and archival collection. Also provides
administrative/project support to the General Curator. Supervises
animal records duties assigned to the Zoological Assistant as well as
volunteers, interns, alternative duty personnel working on records,
library, and archives special projects.
Other Responsibilities:
Manages processing of animal census and behavioral data within
multi-format animal records system. Reviews Daily Keeper Reports and
identifies pertinent information related to animal moves, behavior,
heat cycles, introductions, breeding, weights, identification and
general health for entry into the animal records database (ARKS/
ZIMS). Performs data integrity checks to verify and update current and
historical data. Responsible for maintaining database software
currency.
Manages Zoo’s library, consisting of approximately 5,000 books, 70
serial titles, and 70 video titles, including catalog systems and
storage areas. Orders and accessions new titles. Maintains library
management protocols for general organization, electronic cataloguing,
circulation and security.
Manages general Zoo archives collection, including over 120 boxes of
reports, news articles, correspondence and other documents dealing
with significant events in the Zoo’s history from 1859 to present.
Supervises indexing and digitizing of documents for long-term
preservation and accessibility via an image database (Fortis document
management software). Maintains protocols for general organization,
preservation, restricted access and security. Collaborates with animal
collections manager and arts director on management of animal records
and photographic archives, respectively.
Assists in coordination of domestic animal shipments including
selection and scheduling of flights and airport transportation.
Communicates schedules to curatorial and operational services staff.
Provides support to the General Curator on a variety of tasks and
projects including setting up and maintaining record keeping and
scheduling systems, e-mail management, studbook maintenance, filing,
scheduling, etc.
Calculates and maintains monthly reporting metrics for Conservation &
Animal Departments. Assists with compilation of grant applications.
Assists with logistics of Keeper Training Program. Reports directly to
the General Curator for these duties.
Serves as the Animal Department liaison to the Zoo’s Information
Technology (IT) staff and outside computer consultants. Provides
administrative and operational support for Animal Department computer
needs, including evaluation of hardware and software requirements,
basic problem solving, installation of software, distribution of
updated animal records data sets, etc. Administers animal records
database setup on staff computers and provides basic training to new
users.
Collaborates with animal collections manager to prepare IT and Animal
Department staff for deployment of ZIMS (Zoological Information
Management Software – a new global database). Collaborates with animal
collections manager on ZIMS training for staff.
Maintains inventory control by collaborating with curators and keepers
in the performance of annual counts, through the dissemination of
annual loan questionnaires, and validation of the animal records
database. Collaborates with animal collections manager to publish
annual inventory and semi-annual collection statistics. Leads counting
process and production of the draft document.
Supports Zoo operation by serving as a primary resource for animal
collection, library, and zoo history inquiries from the staff,
docents, researchers, zoo professionals, and public. Collaborates on
maintenance of Zoo web content.
Supports curatorial and keeper staff on husbandry/animal management
issues by accessing and/or compiling appropriate reports from the
animal records database. Carries out literature searches or other
background research as assigned.
Responds to correspondence, surveys and questionnaires referable to
animal records database. Summarizes data and produces reports required
for studbook questionnaires and uses records to verify data in
published studbooks. Accessions studbooks within the Library
collection.
QUALIFICATIONS:
Bachelor's degree, biology or zoology and a minimum of two (2) years
administrative experience.
Experience supervising volunteers, interns and/or paid staff preferred.
General knowledge of animal taxonomy, scientific nomenclature, animal
behavior and/or knowledge of library science and general library
experience.
Proficiency in Windows operating systems and current MS Office
software, including Outlook e-mail. Touch-typing skills (30-40 WPM).
Experience with Internet, web browsers, and use of search engines.
Ability to perform basic hard drive management, install software, and
maintain systems for data security/preservation. Animal Records
Keeping Systems (ARKS) and SPARKS/PopLink experience preferred.
Demonstrated strong communication skills. Excellent writing ability.
Demonstrated ability to maintain business confidentiality.
Demonstrated ability to develop and sustain effective working
relationships; superior interpersonal abilities; ability to work
effectively with diverse personalities; tactful; mature; flexible.
Ability to work independently and as part of a team.
Strong organizational, administrative and time management skills;
ability to work methodically and to accurately follow established
procedures.
Ability to establish priorities and manage multiple priorities within
established time frames. Ability to initiate, coordinate and organize
projects/tasks through to completion accurately and on time.
Able to develop a working knowledge of the animal collection and
Animal Department staff; and interest in and awareness of Animal
Department programs and activities.
All applicants are subject to a criminal background check,
Pennsylvania Child Abuse History Clearance and FBI Fingerprinting.
Availability
Monday through Friday availability is required however occasional
evenings and weekends may also be required.
TO APPLY:
Apply on Philadelphia Zoo website/Job Opportunities
All applications received by human resources will receive an
acknowledgement. However, only those applicants selected for
interviews will be contacted directly.
