Administrative Assistant – Animal Health

Job Summary

The Administrative Assistant – Animal Health provides administrative and operational support to the Animal Health Department while contributing to exceptional animal care and departmental efficiency. This position serves as the primary administrative resource for the veterinary team, coordinating scheduling, records management, purchasing, travel, and regulatory documentation.

In addition to administrative responsibilities, this role assists veterinary staff with hospital operations, supports animal care and nutrition teams as needed, and helps maintain a safe, organized, and professional work environment. Success in this position requires strong organizational skills, attention to detail, adaptability, discretion, and a commitment to the Zoo's mission of animal wellbeing, conservation, and exceptional guest experiences.

Essential Responsibilities

Administrative Support

• Manage Outlook calendars, appointments, and departmental correspondence.
• Coordinate meetings, reserve conference rooms and vehicles through SharePoint, and provide general administrative support.
• Maintain office supplies and order materials as needed.
• Update daily hospital reception boards to reflect veterinary staffing and hospitalized animal census.
• Maintain organized electronic and hard-copy medical records, including laboratory reports.
• Submit work orders, IT requests, catering requests, and facility service requests.
• Process invoices and employee travel reimbursements in partnership with the Finance Department.
• Assist with acquisition and disposition documentation, including Certificates of Veterinary Inspection and verification of state transport requirements.
• Coordinate communication with veterinary student externship candidates.
• Assist with departmental shipping using USPS, FedEx, and UPS.
• Maintain clean, organized front office, meeting, and shared break spaces.
• Assist with maintaining required state operating permits, registrations, and regulatory postings.

Veterinary & Hospital Support

• Assist veterinary staff with medical procedures and approved research projects.
• Prepare and clean procedure areas before and after treatments.
• Help maintain veterinary equipment, hospital cleanliness, and proper equipment storage.
• Support veterinary technicians with departmental operations as assigned.

Animal Care Support

As departmental needs require, assist Animal Care staff by:

• Feeding and watering animals.
• Administering medications under approved protocols.
• Cleaning habitats and maintaining exhibits.
• Assisting with enrichment and animal training activities.
• Monitoring and documenting animal behavior, health, and wellbeing.

Animal Nutrition Center Support

As needed, assist Animal Nutrition Center staff by:

• Preparing diets for the Zoo's animal collection.
• Weighing and measuring food accurately.
• Monitoring food quality.
• Maintaining sanitation standards for food preparation areas, equipment, and utensils.
• Properly using required personal protective equipment (PPE).

Safety & Compliance

• Follow all Zoo safety policies and procedures with a focus on both human and animal safety.
• Respond appropriately to emergencies, including security concerns and animal escapes.
• Maintain biosecurity, animal containment, and handling protocols.
• Support compliance with applicable regulatory agencies and accreditation standards, including AZA, USDA, OSHA, DEA, FWC, and the Florida Department of Health.
• Maintain inspection readiness at all times.

Professional Expectations

• Represent Jacksonville Zoo and Botanical Gardens professionally in all interactions.
• Maintain confidentiality when handling sensitive information.
• Demonstrate integrity, accountability, and sound judgment.
• Practice responsible stewardship of organizational resources, equipment, and supplies.
• Foster an inclusive, respectful, and collaborative workplace.

Required Knowledge, Skills & Abilities

• Excellent organizational and time management skills.
• Strong attention to detail and accuracy.
• Ability to prioritize multiple responsibilities and meet deadlines.
• Excellent written and verbal communication skills.
• Strong interpersonal and customer service skills.
• Ability to work independently while contributing effectively as part of a team.
• Ability to maintain accurate records and documentation.
• Demonstrated initiative and problem-solving ability.
• Adaptability in a fast-paced environment.
• Ability to maintain confidentiality.
• Commitment to diversity, inclusion, and respectful workplace interactions.

Technical Knowledge

• Proficiency with Microsoft 365.
• Ability to learn and use systems such as ZIMS, Paycom, GlobalVetLink, and other department software.
• Working knowledge of animal care regulations and professional standards preferred.
• Basic understanding of conservation and animal wellbeing principles.

Minimum Qualifications

• High school diploma or equivalent.
• One to two years of administrative experience and/or experience in an animal care, veterinary, or related field.
• Valid driver's license with an acceptable driving record.
• Must be at least 18 years of age to operate Zoo vehicles.

Preferred Qualifications

• Associate's or bachelor's degree in business, Communications, Animal Science, Veterinary Technology, Animal Nutrition, or a related field.
• Veterinary Technician certification.
• Experience working with wildlife in a professional managed care environment.
• Food preparation or food handling experience.

Physical Requirements

This position regularly requires the ability to:

• Stand and walk for extended periods.
• Navigate stairs, ladders, uneven terrain, and outdoor work environments.
• Lift, carry, push, or pull up to 50 pounds.
• Bend, kneel, crouch, crawl, climb, and reach.
• Use fine motor skills and hand-eye coordination.
• Read, write, communicate effectively, and observe surroundings.
• Operate Zoo vehicles, carts, and other equipment.

Working Conditions

• Indoor and outdoor work in varying weather conditions.
• Exposure to wildlife, loud noises, cleaning chemicals, equipment, heights, and biological materials.
• Potential exposure to allergens including dust, pollen, and animal dander.
• Occasional local travel may be required.

Our Commitment

At Jacksonville Zoo and Botanical Gardens, our mission is Connecting communities with wildlife and wild places while creating a vibrant community energized by a connection to nature that enriches lives and inspires all to preserve and protect our natural world.

Every team member is expected to demonstrate our core values:

• Culture – We foster a collaborative, safe, and inclusive environment for people, animals, and our community.
• Conservation – We are committed to protecting wildlife and promoting environmental sustainability.
• Education – We inspire curiosity, learning, and meaningful connections with nature.
• Innovation – We embrace creativity, continuous improvement, and diverse perspectives.

Equal Employment Opportunity

Jacksonville Zoo and Botanical Gardens is proud to be an Equal Opportunity Employer and is committed to creating an inclusive workplace where every employee is respected and valued. We provide equal employment opportunities to all qualified applicants and employees and provide reasonable accommodations for individuals with disabilities.

Jacksonville Zoo and Botanical Gardens is a Drug-Free Workplace and participates in E-Verify.

This job description is intended to describe the general nature and level of work performed and is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Responsibilities may change based on organizational needs.