Business Operations Coordinator

Reports To: Director of Administrative Operations

Department: Business Operations

Salary: $18-22, non-exempt

Job Status: Full-time

Union Status: Non-Union

Position Scope: The Business Operations Coordinator is a member of the Utica Zoo’s leadership team reporting to the Director of Administrative Operations. This position is responsible for delivering all aspects of the general business operation of the zoo and ensuring exceptional visitor experience. This includes but is not limited to daily administrative management, rental coordination, planning revenue generating programming while adhering to budget lines, coordinate payroll operations, and general financial tasks. This dynamic position will require interaction and collaboration with each of the departments within the zoo and a focus on the visitors’ experience.

Essential Functions:

• Visitor Experience

o 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.

o Ensure zoo is ready for visitors daily which include but are not limited to tasks associated with cleanliness, accessibility, safety and recreational visitor satisfaction.

o Authority to address visitor concerns/comments with a solution-based focus

o Assist with analyzing visitor experience and implement plans to enhance visitor experiences

o Ensure zoo accessibility and safety for all visitors

o Set up and attend promotional opportunities (expos, kiosks, etc.)

o Schedule, coordinate, and attend (as needed) behind the scene tours.

• Business Operations

o Maximize and grow per capital opportunities for visitors, as part of the revenue generation strategy

o Acts as business operations office manager, overseeing mail processing, supply ordering, managing incoming calls, mail, and visitor issues/comments

o Monitor the info@uticazoo.org email account, reply and forward messages as necessary.

o Maintain and implement yearly employee and member reciprocal lists

o Coordinate, promote and ensure proper scheduling of encounters

o Process Community Donations program

o In cooperation with Animal Management team, oversees organizational vaccination program compliance

o Provides confidential administrative support to Executive Director/CEO, and serve as secretary to the Board of Trustees and Board Committees, including attending all board meetings, preparing minutes and compiling reports to the board and committees.

o Confidential secretary to executive and leadership committees and meetings, including attending all meetings, preparing minutes and compiling reports and accountability tracking

• HR

o Ensure timely incident report tracking and documentation

o Coordinate timely payroll processing

o Provide backup to payroll processing

o Process uniform reimbursement’s via Paylocity

o Monitor Paylocity notifications of demographic changes, tax changes, etc

o Assist with confidential employee survey data compilation

o Assist with internal & external job postings

o Monitor PTO for employees via Paylocity

o Analyze annual years of service and staff recognition program for annual meeting

o Oversee employee performance development planning and track/process requests for employee training per the budget

• Finance

o Participate in daily finance procedures including resetting bags, overseeing outgoing payments, etc

o Cash Control: Participate in monthly two-person safe count, Petty Cash and credit card distribution

o Assist with A/P approval process

o Ensure that coins from feed machines, donation boxes, viewers, etc are collected on a regular basis and deposited.

• Events & Rentals

o Assist with permitting, purchasing, and set-up of each event.

o Assist with planning events, admission drivers and special days

o Organize rental operations for on-site groups

o Assist with marketing of rental opportunities

o Schedule check-in staff member for rentals

o Develop plans to increase and improve rental program offerings

o Act as manager of the day as needed

• Volunteers

o Work closely with department heads to coordinate volunteer opportunities

o Coordinate spontaneous and annual work groups

o Coordinate with colleges and universities for their volunteer programs

o Assist with general volunteers for special events

• Act as ambassador to support the mission, vision and values of the Utica Zoo
• Other Duties as Assigned

Requirements:

• Must have a great understanding of positive visitor experiences.
• Strong interpersonal skills and the ability to exercise good judgment and tact.
• Strong work ethic, self-motivated, sense of professionalism and confidentiality.
• Strong writing, presentation and organizational skills.
• Experience with Microsoft Office products.
• Excellent organization, energy and the ability to multi task
• Ability to interact with other staff, volunteers, and visitors and maintain a positive, up-beat attitude.
• Flexible, assertive individual.
• Must be able to work under pressure, juggle multiple priorities, and meet deadlines.
• Must be able to deal effectively and tactfully with all levels of staff, Board Members, vendors, and others.
• Must be willing to occasionally work weekends, holidays, and after-hour assignments.

Education / Experience:

• Must have an associates degree in business management, public relations, tourism or equivalent experience.

Physical Requirements:

• Valid Driver’s License and ability to operate zoo vehicles.
• Ability to lift 25 lbs. and participate in physical activities required of the position.
• Be able to sit, stand, or walk for extended periods.
• Ability to sit and type at a computer screen for long periods of time.