Executive Administrator

Executive Administrator

The purpose of this position is to manage administrative support services including budget, grant applications, personnel, public information, regulatory compliance, strategic plan, staff development and training and other operational activities of assigned department. This class works under administrative supervision, developing and implementing programs within organizational policies and reports major activities to executive level administrators through conferences and reports.

The Zoo's Executive Administrator oversees the following departments of the Zoo: Business Office, Admissions, Human Resources, and Information Technology. The position manages the Zoo's budget, personnel, regulatory compliance, staff development and training and other operational activities of the assigned department. The Zoo's EA is responsible for the financial reporting for the Louisville Zoo, Louisville Zoo Foundation, and the Friends of the Louisville Zoo. Vendor contract oversight also falls within the scope of the position.

Louisville Zoo's Executive Administrator reports to the Zoo Director and serves as a member of the Zoo's leadership team.

Essential functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional functions related to the type of work of the class as necessary.

• Supervises, directs, and evaluates assigned staff, processing employee concerns and problems, directing work, counseling, disciplining, and completing employee performance appraisals.
• Coordinates, assigns and reviews work and establishes work schedules; maintains standards; monitors status of work in progress; inspects completed work assignments; answers questions; gives advice and direction as needed.
• Directs administrative support operations, assists in resolving personnel and operational issues, consults with management on long-range plans and coordinates new programs and services.
• Evaluates workflow processes, establishes priorities and delegates work assignments to achieve goals and objectives.
• Interprets, explains and enforces regulations, policies and procedures.
• Coordinates activities with other departments and external agencies to achieve maximum utilization of personnel and equipment.
• Represents the department to the public to coordinate, explain and discuss programs and services.
• Assists in budget preparation, controls expenditures and prepares and submits grant applications for programs and services.
• Determines staff development and training needs and coordinates program scheduling to address the needs.
• Directs the research and data collection with staff and prepares reports on programs.
• Coordinates with staff the preparation of presentations, speeches and other correspondence, and reviews information before dissemination to the public.
• Assists in the scheduling of the department director's meetings with local, state, federal and international agencies and officials.
• Prepares reports and correspondence, completes special projects, and maintains records and files.
• Performs related work as assigned.

Minimum education and experience requirements:

• Bachelor's Degree in Business or Public Administration or related discipline.
• Four (4) years of business, health care, education, marketing or public relations administration experience, including two (2) years of managerial experience.

Equivalency: An equivalent combination of education and experience may be substituted but must include two (2) years of managerial experience.

Other minimum requirements:

• Must possess and maintain a valid state driver's license with an acceptable driving history.

Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.

• Performs sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations.

Louisville Metro Government is an Equal Opportunity Employer. ADA requires the Louisville Metro Government to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.

May be required to work nights, weekends, holidays and emergencies (man-made or natural) to meet the business needs of Louisville Metro Government.

This job description is not designed to cover or contain a comprehensive listing of essential functions and responsibilities that are required of an employee for this job. Other duties, responsibilities, and activities may change or be assigned at any time with or without notice.

It is the responsibility of each employee to comply with established policies, procedures and safe work practices. Each employee must follow safety training and instructions provided by their supervisor. Each employee must also properly wear and maintain all personal protective equipment required for their job. Finally, each employee must immediately report any unsafe work practices or unsafe conditions as well as any on-the-job injury or illnesses.

Every manager/supervisor is responsible for enforcing all safety rules and regulations. In addition, they are responsible for ensuring that a safe work environment is maintained, safe work practices are followed and employees are properly trained.