Administrative Business Partner, Wildlife Science

5 months ago

Scarborough, Canada Toronto Zoo Full time

**Branch: Wildlife Science**
**Number of Positions Open: 1**

Looking for a career with a dynamic organization that is committed to protecting wildlife? We are interested in dedicated individuals who are positive, enthusiastic and passionate about connecting people, animals, and conservation science to fight extinction. Your Toronto Zoo makes animal well-being a priority in all operations and shows respect for all wildlife.

**Basic Function** The Administrative Business Partner, Wildlife Science, is responsible for performing all aspects of administrative and operational support to the Wildlife Science Divisions as well as providing support/assistance to various committees and other senior leaders as required. This position will be responsible for providing support in implementing the Strategic, Master and Conservation Science Plans.

**Responsibilities**:

- Provides administrative and operational support to the Senior Director of Wildlife Science and other Directors and Managers of related divisions.
- Completes broad administrative tasks including submission of work orders, purchase requisitions, purchase orders, requisitions to hire; assists with special projects on an as needed basis.
- Provides support to the annual budget preparation process and assists the Cost Centre Managers with tracking of various budget items.
- Collects and prepares information for meetings with staff and outside parties and performs minute taking; composes and prepares correspondence; maintains contact lists and data.
- Provides support for Wildlife Science communications, including the production and distribution of the Conservation Programs publication, and ensuring updates are provided for the conservation pages of the Toronto Zoo website.
- Assists in the organization of workshops, symposia, seminars and other educational or professional events.
- Prioritizes inquiries and requests while troubleshooting conflicts; makes quick judgement-calls and recommendations to ensure smooth day-to-day engagements with partners, community members and staff.
- Works closely with the Senior Director/Directors to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
- Performs as gatekeeper for the offices of the Senior Director/Director and facilitates communication between them, staff and the stakeholders.
- Leads administrative/operational activities effectively to maintain credibility, trust and support with the Senior Management Team.
- Coordinates and ensures that Board and committee reports are submitted on time, following up on any missing information.
- Coordinates and provides support in all aspects of the Conservation Science, Animal Lives with Purpose, Welfare and Strategic Plans.
- Coordinates and supports goal alignment activities, including arranging off-site meetings, agendas and follow-up, as well as tracking of Memorandums of Understanding and supporting meetings.
- Assists in the management and delivery of Memorandums of Understanding (MoUs) with partners.
- Handles routine matters in the absence of the Directors and refers those requiring immediate attention to the appropriate division head or Manager.
- Directs incoming calls, mail and enquiries to the appropriate staff.
- Prepares invoices, expense reports and payroll attendance records.
- Works with the Directors to establish new systems and processes to optimize their efficiency and effectiveness.
- Coordinates incoming graduate students, residents and interns.
- Promotes and ensures confidentiality and discretion in the handling of labour relations, personnel and other sensitive matters.
- Provides back-up assistance and vacation relief for all other Administrative Business Partners.

**Qualifications**:

- Must have post-secondary education (e.g. college diploma or certificate) in business administration or related field or have equivalent amount of training and related experience. Post-secondary education in animal or related science is an asset.
- Must have 3-5 years’ experience in an administrative role supporting senior level executives.
- Must have experience producing comprehensive, accurate reports of a complex nature including the analysis and interpretation of data.
- Must have high degree of accuracy and ability to handle a complexity of tasks simultaneously.
- Must possess the ability to work independently and exercise excellent judgement in dealing with all matters, while maintaining discretion and confidentiality.
- Must be knowledgeable in the use of computerized programs and systems, including Microsoft Office 365.
- Must have well-developed interpersonal skills, along with strong communications skills.
- Must have a working knowledge of the Ontario Occupational Health & Safety Act and WHMIS legislation.
- Must be able to work weekends and holidays.
- Must be able to deal with staff and public in a courteous and efficient manner.
- Must be capable of meeting the physical demands of the position.
- Must

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