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Facilities Administrative Assistant

John G Shedd Aquarium
Chicago, United States Posted: March 30, 2024


This is a full-time Administrative Assistant position that provides administrative and office support to the Senior Vice President of Facilities and Security, Environmental Quality, Coral Reef II, Technology, Finance, and Security Teams onsite at the main aquarium building and CACS. 

  • The Administrative Assistant is responsible for all procurement processes and procedures related to purchase orders and contracts.
  • Timekeeping and processing of electronic payroll.
  • Provides capital and operational budget tracking for the Facilities and Water Quality group. Maintains the organizational emergency contact lists for the Security team.
  • Provides support to the Facilities team for the preventative maintenance and service desk systems.
  • Supports schedule management for the Senior Vice President of Facilities.
  • Provides general support to the Facilities Management Team and maintains an office environment. 
ESSENTIAL DUTIES AND RESPONSIBILITIES
  • include the following. Other duties may be assigned. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. 
  • The requirements listed below are representative of the knowledge, skill, and/or ability required. 
  • Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
  • Demonstrate commitment to Shedd’s vision, mission, and values.   
Purchasing: 
  • Produces purchase orders, check requests, tracks invoices, and expense reports. Responsible for sending final approved purchase orders to vendors and contractors. 
  • Work closely with the Purchasing Director as updated purchasing information becomes available. 
  • Request new vendor set up in purchasing portal (Intacct) 
  • Maintains credit card purchases and monthly reconciliation of credit card purchases for Facilities, Water Quality, Technology Teams, and Shedd Aquarium Vehicles #3 and #4  
  • Produce detailed line-by-line purchase orders for instant ocean deliveries for the main aquarium building and the CACS 
  • Produces monthly cleaning supplies purchase orders. 
  • Coordinates with outsourced project managers on contracts and purchase orders to vendors that support their projects.  
  • Produces purchase orders for Coral Reef II in Miami Florida. 
  • Coordinates with the Shipping and Receiving Clerk to log in checks received in the incoming mail to the accounting spreadsheet. 
Electronic Payroll Management (ADP):  
  • Reconciles bi-weekly timekeeping for Facilities and Water Quality Teams. 
  • Prepares the sign-in time sheet for tracking work time, PTO, Floating Holidays, and Holidays for all pay periods. 
  • Maintains PTO calendar and tracking of scheduled and unscheduled PTO use. 
  • Submits e-time to Vice Presidents for approval. 
  • Serves as an e-time backup to other Administrative Assistants when needed for PTO coverage. 
Capital and Operating Budget Tracking 
  • Tracks all purchasing transactions by account code and maintains the monthly operating and capital spending spreadsheets. 
  • Request project numbers for new projects annually and when necessary during the year. 
Contracts 
  • Tracks and maintains contract expirations. 
  • Request new scope and cost from the vendor for annual service contract renewals. 
  • Assist with the RFP process for the renewal of existing and new contracts. 
  • Assist with scheduling pre-bid meetings and walk-throughs. 
  • Enters service agreement data in the contract portal. (Ironclad) 
  • Issues purchase orders referencing contracts. 
Emergency Contact List and Evacuation Sheet 
  • Coordinates the quarterly update of the organization's emergency contact list and updates the Department’s file in SharePoint for the preparedness for evacuation drills and other emergencies that may require muster reporting. 
Other Administrative Duties 
  • Support Preventive and Service Desk data management. (Brightly) 
  • Files and organizes construction close-out documents. Coordinates file transfers with contractors and owner reps. 
  • Scheduling and calendaring meetings. 
  • Coordinate administrative requests.  
  • File/maintain documents in SharePoint.  
  • Make travel arrangements for Facilities and Water Quality Teams. 
  • Maintain and update the Facilities Org chart with headshots. 
  • Coordinate onboarding of new employees including the set-up of workstations, training documents, uniform orders, review of safety policies as well as purchasing procedures, etc. 
  • Order all uniforms and PPE for all facilities staff. 
  • Maintain an office environment 
  • Distribute daily mail. 
  • Order, and maintain office supplies, etc. 
  • Schedule meeting spaces and technology. 
  • Support scheduling for F150 and Isuzu truck usage. 
  • Organize and order meals as needed for meetings and staff lunches. 
  • Provide support to City and Lake Water usage reports and filing with each agency.  
  • Engages in continuous training on the business-critical platforms-Intacct, ADP, MS Teams, SharePoint, Brightly, Ironclad, technology, and Evacuation Drills. 
  • Coordinates with other administrators across the organization, identifying opportunities for increased efficiencies and smooth operations. 
  • Orders and maintains Facilities safety supplies in coordination with the Security Team. 
QUALIFICATIONS & EXPERIENCE   
  • To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. 
Education:  
  • Minimum High School diploma required 
  • Junior college degree or professional administration training preferred.   
  • Experience: Minimum of three to five years of work experience as an administrative assistant or related position. 
COMPUTER SKILLS AND ABILITIES 
  • Accurate typing skills. 
  • Proficient in Microsoft Office tools. 
  • Proficient in the use of FTP sites and other file-share platforms. 
WORK ENVIRONMENT:  
  • The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. 
  • This person may be exposed to: 
  • Water 
  • Heat 
  • Cold 
  • Air particles 
  • Fire  
  • Low noise 
  • Moderate Noise 
  • Loud Noise 
BENEFITS WORKING AT SHEDD:
  • We offer competitive compensation packages and opportunities for professional growth within our organization.
  • Medical Insurance
  • Vision and Dental Insurance
  • Accrued Paid Time Off
  • Paid Holidays
  • Life Insurance
  • Parental Leave
  • Employee Assistance Program
  • Employee discounts
Reasonable Accommodations:
  • Shedd Aquarium is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need reasonable accommodations for any part of the employment process, please email us at humanresources@sheddaquarium.org.
  • We strongly encourage people of color, LGBTQ+ community, veterans and active duty military, parents, individuals with disabilities, and individuals from all cultural backgrounds to apply. Shedd Aquarium is an equal opportunity employer and welcomes everyone to our team.

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