Caldwell Zoo · 1 week ago
Administrative & HR Specialist
Tyler, TX, US
Full-time
Onsite
Entry Level
1+ years expCaldwell Zoo is seeking an Administrative & HR Specialist who will provide essential administrative and HR support while overseeing safety programs and managing the intern program. The role includes coordinating staff training, managing travel logistics, and supporting IT and equipment needs.
Museums & Institutions
Responsibilities
Receive quotes and assist with the selection and ordering of computers, printers, and other electronic equipment
Troubleshoot electronic equipment and internet access issues and schedule and coordinate service calls from IT and/or service companies when needed
Arrange and coordinate zoo-wide upgrades and updates of electronic equipment when needed
Maintain employee email accounts, domain name registrations and website hosting
Collaborate with the Registrar for AZA accreditation preparation
Organize staff events
Lead, attend, and actively participate in monthly Safety Committee meetings; maintain detailed notes and distribute them to all managers
Assign quarterly safety inspections, track inspection results, and submit work orders as needed
Assist with presentation of the monthly safety award (Safety Monkey), including ordering pizza and arranging delivery
Support Safety Committee members with tasks such as maintaining SDS notebooks, preparing weekly safety training topics, and related safety documentation
Organize the annual Safety Breakfast and coordinate recognition for yearly safety winners
Order safety T-shirts and sweatshirts for eligible staff
Coordinate annual organizational safety training, TB testing, and CPR/AED training for staff
Manage and oversee travel logistics for staff, including airfare, hotel accommodations, ground transportation, and related arrangements
Post internship openings, review applications, conduct interviews, and complete reference checks
Coordinate HR paperwork, housing arrangements, onboarding, orientation, uniforms, and first-day logistics for interns
Serve as the primary supervisor for the internship program, providing guidance, oversight, and support to interns throughout their assignment
Serve as a point of contact for intern questions, concerns, and workplace issues
Coordinate intern evaluations, feedback, and end-of-internship documentation
Organize HR compliance trainings
Assist with the creation and distribution of the HR newsletter
Assist with employee anniversary cards and recognition
Support HR during annual benefits open enrollment
Assist with posting job openings, tracking applications, and scheduling interviews
Communicate with candidates regarding interview scheduling and hiring timelines
Assist with background checks, reference checks, and pre-employment documentation
Assist HR with seasonal hiring (weekends in January required)
Assist with the preparation and processing of seasonal new-hire onboarding packets and termination packets
Support preparation for internal or external audits as needed
Coordinate new employee onboarding, including scheduling orientations, preparing materials, and ensuring completion of required forms
Coordinate communication between HR, supervisors, and IT for employee onboarding and offboarding needs
Maintain employee personnel files (physical and electronic) in accordance with record retention and confidentiality requirements
Ensure confidentiality of employee and organizational information at all times
Assist HR leadership with compliance tracking related to employment laws, training requirements, and audits
Prepare routine HR reports and summaries as requested
Order and maintain HR-related supplies and materials
Assist with data entry and updates in HR systems and databases
Qualification
Required
Bachelor's degree in Human Resources, Business Administration, Communications, or a related field; or an equivalent combination of education and experience
Minimum of 1–2 years of administrative, HR, safety, or office coordination experience preferred
Experience working in a fast-paced environment and managing multiple priorities
Ability to build and maintain effective working relationships with staff at all levels of the organization
Strong customer-service orientation with professionalism, confidentiality, and discretion
Ability to work collaboratively as part of a team while also managing independent tasks
Strong organizational and time-management skills with the ability to prioritize multiple projects
Ability to read, analyze, and interpret general business documents, policies, and training materials
Ability to write professional correspondence, reports, meeting notes, and training communications
Ability to effectively present information and respond to questions from staff, interns, and management
Strong verbal and written communication skills
Ability to add, subtract, multiply, and divide using whole numbers and decimals
Ability to calculate basic figures such as percentages for reporting and tracking purposes
Ability to interpret simple charts, tables, or data summaries (e.g., safety metrics, travel costs)
Must be able to sit or stand for extended periods while performing administrative duties
Regularly required to use hands to operate a computer and standard office equipment
Occasionally required to walk the zoo grounds or attend events, trainings, or meetings outdoors
Occasionally may lift and/or move up to 25 pounds (event supplies, training materials, etc.)
Work is primarily performed in a standard office environment with moderate noise levels
Occasional work may take place in outdoor or animal-area settings during events or training
Position may require occasional weekend or evening hours depending on training schedules, events, or seasonal hiring needs
Frequent interaction with staff, interns, vendors, and HR leadership
Preferred
Minimum of 1–2 years of administrative, HR, safety, or office coordination experience preferred
Previous experience supporting HR processes, training coordination, or internship programs is a plus
Benefits
401(k)
Dental insurance
Health insurance
Group Term Life insurance
Supplemental Life and AD&D
Critical Illness
Legal
Theft
Accident
Hospital Indemnity
Paid time off
Vision insurance
Employee Discount at Concessions and Gift Shop
Employee Free Admission to Park
Complementary Tickets for Friends / Family
Company
Caldwell Zoo
The Caldwell Zoo employs a wide variety of skilled and dedicated professionals to keep the zoo running efficiently and safely while being a positive resource for our guests.
51-200 employees
Funding
Current Stage
Growth StageCompany data provided by crunchbase