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Department Coordinator

2 months ago

London, Greater London, United Kingdom BIAZA (British and Irish Association of Zoos and Aquariums) Full time
Zoological Department Coordinator

We are seeking a highly organized and detail-oriented individual to join our team as a Zoological Department Coordinator. This role will play a vital part in coordinating the operational, financial, and administrative activities of the busy Zoological Department.

Key Responsibilities:
  • Support the Chief Zoological Officer, Head of Wildlife Health Services, and the Zoological Senior Management Team (ZSMT) to coordinate and organize department meetings, travel, rotas, service contracts, and activities.
  • Coordinate the consolidation and appropriate storage of Zoological digital assets within ZSL's data management systems.
  • Coordinate equipment and purchase requests on Zoological credit cards and undertake monthly reconciliation of these accounts.
  • Support legal compliance with the appropriate staff and department.
  • Logistical, timetable organization, and support for the RVC ZHM Track rotation students in WHS and other students.
  • Provide oversight of departmental invoicing and country transfers, liaising with managers and the ZSL Accounts Payable team as required to ensure accurate data entry, prompt approval, and subsequent payment.
  • Assist with sign-off for grant proposals, legal agreements, and ad hoc requests.
  • Lead or support the organization of Animal Welfare Zoo Ethics Committee meetings, symposia, conferences, workshops, fundraising events, and meetings for the Zoological department.
  • Write the monthly ex-situ conservation and science highlights and keep the ZPD, SPT up to date to ensure all project information is the most up to date.
  • Coordinate and deal with updates, new content, and changes to webpages, monitor and release content on ZSL zoological social media accounts.
  • Support the team in developing capacity in ex-situ and in-situ conservation professionals, veterinarians, and students through our zoos and unique education and training environment.
  • Support and coordinate ZSL's regulatory, conservation, and scientific partnerships with BIAZA, EAZA, WAZA, Conservation Planning Specialist Group, Species360 Conservation Alliance, IUCN Specialists Groups, Royal Veterinary College (RVC), and Defra.
  • Demonstrable experience with the management of financial processes.
  • Prior administration and PA experience.
  • Database management or the ability and willingness to learn backend database management.
  • Highly computer literate, particularly with Word, Excel, and PowerPoint.

This is a blended role for office and home working; weekly travel to Zoo sites will be required. We strongly encourage applications from all backgrounds and celebrate the value of having a team of employees with diverse skills, experiences, and heritage.