Administrative Specialist Position Available In Orleans, Louisiana

Administrative Specialist 3.5 3.5 out of 5 stars 6500 Magazine Street, New Orleans, LA 70118

Position Title:

Administrative Specialist Department:

Learning & Engagement Reports To:

Director of Volunteers & Administration Location:

Audubon Zoo Position Type:

Full-Time Who We Are Audubon Nature Institute comprises Audubon Park, Audubon Zoo, Audubon Aquarium, Audubon Insectarium, Audubon Louisiana Nature Center, Freeport-McMoRan Audubon Species Survival Center, Audubon Center for Research of Endangered Species, Woldenberg Riverfront Park, and Audubon Wilderness Park At Audubon Nature Institute, we are more than a collection of parks, museums, and conservation centers—we are a dedicated team with a shared mission to celebrate, protect, and connect people to the wonders of nature. Our work is guided by our culture code, which is at the heart of everything we do. We believe in Activating Impact by integrating tangible, real-world outcomes into all our initiatives, fostering a culture where every action contributes to a positive environmental impact. We are committed to Empowering Optimism, using positivity to inspire others to act and believe in their capacity to create meaningful change. We strive to Create Connection by engaging with people from all walks of life, knowing that the collective strength of a diverse community can address the most pressing challenges facing our natural world. At Audubon, we embody the spirit of Le Bon Temps, infusing the joy and vibrant culture of Louisiana into our everyday work, celebrating our unique heritage while advancing our mission. As Leaders of the Pack, we constantly seek smarter, innovative solutions, challenging conventions to drive the change we want to see in the world. What You’ll Do The L&E Administrative Specialist provides comprehensive administrative support for the Learning & Engagement department. This position helps department leaders ensure the smooth operation and effective support of the multi-facility teams and their related programs including camps, volunteers, and guest engagement. Key duties include overseeing departmental communications and reservation calendars, assisting with digital ticketing and transactions, and facilitating the use of educational spaces, including external rentals. This is a full-time hourly position with occasional work after-hours and on weekends/holidays. It is primarily based out of Audubon Zoo but will also work from other Audubon Nature Institute facilities, including the Audubon Louisiana Nature Center in New Orleans East. Day to

Day Responsibilities General Office Support:

Answering phone calls, responding to emails, maintaining workspaces, managing inventories, and ordering supplies.

Calendar and Email Management:

Overseeing multiple internal calendars, including departmental and booking calendars for classrooms and meeting spaces.

Internal Communications:

Assisting leadership with notetaking during meetings and supporting internal communications.

Digital Ticketing and Transactions:

Assisting department leaders with tasks related to digital ticketing, reservations, and point-of-sale activities such as processing invoices, payments, and refunds.

Facilitating Educational Space Use:

Facilitating both internal and external use of educational spaces, including handling external rentals and ensuring spaces are reserved, prepared for use, and cleaned after use.

Room Rental Support:

Providing administrative support for room rentals, ensuring proper communication of policies, troubleshooting, and offering in-person support as needed.

Purchasing and Budget Tracking:

Managing purchases made with the departmental purchasing card and keeping accurate records.

Data Collection and Reporting:

Collecting and reporting departmental data.

Program Support:

Providing administrative assistance for various departmental programs, such as camps and school programs, and supporting other needs of Audubon Nature Institute as required.

Additional/Overall Skills:

Maintain a positive attitude and a strong sense of accountability, fostering a collaborative team environment where everyone feels empowered to contribute. Thrive in a team environment, using your organizational and technical skills to ensure the smooth execution of creative projects that resonate with our audience. Celebrate the successes of your team and bring enthusiasm to your work, reflecting the joyful culture that is at the heart of Audubon’s mission. Stay adaptable and open to learning new skills, embracing change and innovation as opportunities to lead and grow. The above-listed duties are general statements of required major duties and responsibilities performed on a regular and continuous basis. They do not exclude other duties as assigned.

What We’re Looking For Must Haves:

Experience:

One (1) year of experience working in office administration, customer service, hospitality, or another related role.

Organizational & Time Management Skills:

Ability to manage multiple tasks, schedules, and prioritize effectively.

Communication & Customer Service Skills:

Strong verbal and written communication skills, with a focus on internal and external support. Attention to

Detail & Problem-Solving Skills:

Ability to ensure accuracy in tasks and troubleshoot issues as they arise.

Financial and Tech Proficiency:

Ability to manage purchases and invoices utilizing good judgement, and ability to use basic office software, equipment, and ticketing systems.

Teamwork & Adaptability:

Ability to collaborate with team members and adjust to changing priorities in a dynamic environment.

Schedule Flexibility:

Ability to work holidays, weekends, and after-hours on occasion to support programming.

Transportation:

Ability to get to-and-from any Audubon facility reliably, including the Audubon Zoo and the Audubon Louisiana Nature Center.

Nice-to-Haves:

A degree or coursework in a related field, such as business administration or hospitality. Demonstrated experience with event planning or project management. Demonstrated experience handling difficult situations or resolving conflicts between clients, customers, or team members effectively. An affinity for nature and animals.

Physical Requirements:

Physical Demands:

o Ability to sit for extended periods (up to 8 hours). o Occasional need for frequent standing and walking. o Occasionally lift and carry items weighing up to 10 pounds. o Bending, kneeling, and reaching occasionally required. o Ability to use hands and arms to operate office equipment and manual tools, including computer keyboards, telephones, printers, and brooms/dustpans. o May involve repetitive motions. o Occasional climbing of stairs. o Clear and concise vision (with or without correction) for close-up work. o Visual ability to read, write, and operate standard office machinery.

Environmental Conditions:

o Primarily indoors with occasional exposure to other work environments. o Minimal exposure to environmental hazards, although tasks may involve occasional noise or vibration.