Safety Administrative Coordinator

Position Title: Safety Administrative Coordinator

Department: Safety and Security

Supervisor: Director of Environmental, Health, Safety and Security

Nashville Zoo Mission:

Nashville Zoo is dedicated to inspiring a culture of understanding and discovery of our natural world through conservation, innovation, and leadership. With a diverse collection of animals and a commitment to wildlife preservation, we provide engaging experiences for visitors of all ages.

Why Work with Us:

At Nashville Zoo, we believe in taking care of our team just as well as we care for our animals. Full-time employees enjoy a robust benefits package designed to support your health, well-being, and future:

Comprehensive healthcare coverage – including medical, dental, and vision plans to keep you and your family healthy.

Employee Assistance Program (EAP) – confidential support services for mental, emotional, and financial well-being.

401(k) retirement plan with company matching – helping you build a secure future while you make a meaningful impact today.

Generous paid time off and sick leave – because rest and recovery are vital.

Exclusive zoo perks – enjoy discounts on park experiences, retail, and food services, plus complimentary membership benefits.

A collaborative and inclusive culture – be part of a diverse team where your voice matters, your growth is nurtured, and collaboration thrives across all departments.

AZA - accredited facility – Nashville Zoo is committed to top-tier animal care, ethics and global conservation efforts.

Job Description:

The Safety Administrative Coordinator provides essential administrative, organizational, and operational support to the Nashville Zoo’s Safety and Security Department. This position is responsible for maintaining departmental records, coordinating administrative functions, assisting with safety meetings and audits, managing office supplies and inventory, and maintaining employee training records, manuals, and related documentation.

The successful candidate will be personable, organized, detail-oriented, and capable of managing multiple priorities in a fast-paced, dynamic environment. This position requires a proactive individual who can communicate effectively with employees and leadership, maintain accurate records, exercise discretion when handling sensitive information, and provide flexible support to departmental operations throughout the property as needed.

This job description describes the general nature and level of work performed in this position. It is not intended to be an exhaustive list of all duties, responsibilities, qualifications, or requirements. Responsibilities may be modified as operational needs change.

Duties and Responsibilities:

1. General Administrative Support

Perform daily administrative and clerical duties to support the effective operation of the Safety and Security Department.

Maintain Regular Attendance

Maintain professional conduct at all times and consistently model the organizations values in all interactions with colleagues, guests, and stakeholders.

Prepare, organize, proofread, and maintain departmental correspondence, reports, forms, spreadsheets, and other documentation.

Assist with scheduling meetings, coordinating calendars, preparing agendas, recording meeting notes, and distributing follow-up items.

Maintain organized electronic and physical filing systems, ensuring documents are accessible, accurate, and properly retained.

Answer departmental inquiries, communicate professionally with employees and other departments, and direct requests to the appropriate personnel.

Handle confidential departmental records and information responsibly.

2. Safety Meetings and Audit Support

Assist with the preparation, coordination, and documentation of departmental safety meetings and employee safety initiatives.

Prepare meeting materials, attendance sheets, presentations, and action-item tracking documents.

Support internal safety audits and inspections by organizing records, preparing checklists, documenting findings, and tracking corrective actions.

Maintain audit documentation and assist with monitoring outstanding compliance items and established deadlines.

Help coordinate safety-related communications, reminders, and follow-up activities.

Assist with maintaining departmental procedures and documentation in accordance with established organizational requirements.

3. Employee Training and Documentation

Maintain employee training records, certifications, attendance logs, and completion documentation.

Assist with scheduling and coordinating required training sessions, refresher courses, and departmental development activities.

Monitor training records for upcoming expiration dates, outstanding requirements, and documentation gaps.

Maintain current departmental training manuals, standard operating procedures, policies, and reference materials.

Assist with distributing updated policies and training materials and documenting employee acknowledgments when required.

Support the preparation of training reports and compliance summaries for departmental leadership.

4. Office Supplies and Inventory Management

Monitor office supply levels and coordinate ordering, receiving, organization, and distribution.

Maintain accurate inventory records for office supplies, administrative materials, and other assigned departmental resources.

Identify supply needs, anticipate shortages, and communicate purchasing requirements to department leadership.

Assist with maintaining organized office spaces, storage areas, and departmental equipment records.

Support inventory tracking and documentation for other assigned resources as directed.

5. Operational and Property Support

Provide administrative and logistical assistance for special events, safety initiatives, training activities, and other departmental projects.

Assist with preparing materials, organizing resources, and coordinating communications across departments.

Provide temporary coverage or assistance for designated roles throughout the property when operational needs require it and the employee is appropriately trained and authorized.

Support other departments during special events, staffing shortages, or changing operational demands as assigned.

Adapt to shifting priorities while maintaining professionalism, attention to detail, and a service-oriented approach.

Perform other duties as assigned to support the overall mission and operational needs of the Nashville Zoo.

Knowledge, Skills, and Abilities

Organization and attention to detail: Maintains accurate records, manages documentation, and follows through on assigned responsibilities.

Communication and interpersonal skills: Builds positive working relationships and communicates effectively with employees across all levels of the organization.

Multitasking and prioritization: Balances routine administrative responsibilities with time-sensitive requests and changing operational needs.

Computer proficiency: Uses Microsoft Word to prepare documents, Excel to maintain records and track information, and Outlook to manage email and scheduling.

Initiative and problem-solving: Recognizes emerging needs, anticipates supply and documentation requirements, and seeks solutions before issues escalate.

Confidentiality and professionalism: Exercises sound judgment when handling employee information, departmental records, and sensitive operational materials.

Adaptability: Demonstrates a willingness to learn new responsibilities and assist with duties outside the primary office function when needed.

Teamwork and service: Contributes to a collaborative workplace culture and supports the department’s commitment to employee safety, guest service, and operational excellence.

Ability to self-direct work tasks while ensuring safety and productivity.

Minimum Qualifications

High school