Administrative Assistant - Record Book

Position: Record Book Administrative Assistant

Location: San Antonio, TX; onsite work required

Hours:  Monday – Friday; limited travel required

Pay: $16.00 to $18.00 per hour

Department:  Record Book

Who We Are

https://www.safariclub.org/

Hunting is an ancient tradition passed down from the earliest times of man to the present day. Hunters participate directly in the natural world and care enough to make sure that it continues in all of its awesome beauty and diversity.

Safari Club International is a U.S.-based organization of more than 50,000 hunters and nearly 200 chapters worldwide, dedicated to protecting the right to hunt and to promote wildlife conservation. Between SCI and its sister organization, the SCI Foundation, we have put more than $70 Million on the ground for conservation since 2000. In the U.S. and abroad, hunters are part of a system that keeps the rivers, forests and fields intact and maintains the wildlife.

All applicants should demonstrate an understanding of, and commitment to, hunting as an essential part of biologically sound and ethically responsible international wildlife management. The ideal candidate will have an existing knowledge of SCI’s current programs and mission and be passionate about hunter’s rights.

Summary

This position performs a variety of administrative support functions for the Record Department.

The Record Book Department provides member services in the areas of Record Book entries and awards. This Department oversee the compilation of the world’s largest listing of animals taken around the globe. The SCI Record Book is considered the gold standard of encyclopedias of big-game animals, including documentation of their location and size. The unique program and all-inclusive scoring system has helped document a member’s hunting heritage since 1977. All entries are submitted by hunters and verified by a Certified SCI Measurer to ensure accuracy. The Department coordinates the measuring system, training for Official and Master Measurers, and the production of awards and trophies. Team members of this Department also assist the Record Book Committee and Awards and Recognition Committee and work on developing new enhanced features to the Record Book which is available to SCI members through the SCI web site www.scirecordbook.org.

Responsibilities

• Provides office operations support.  Receives, screens, and routes telephone calls and visitors. Responds to inquiries regarding routine policies and procedures and provides information.  Investigates, evaluates, and resolves problems within the scope of the position.
• Maintains calendars, schedules meetings, conference calls, and special events.   Resolves scheduling conflict when necessary.  Arranges business travel and accommodations.  
• Handles general member correspondence and requests for information from the Record Book or World Hunting Awards programs. Quotes prices and requirements for customers to purchase entries and awards in the Record Book program.  
• Accurately processes Record Book Entries and Photo Entry submissions into the Record Book Software and maintains the Record Book Entry Batch system. Notifies members about any issues encountered with processing their record book entry or photo entry,
• Orders award trophy plaques and medallions, trophy bases, animal sculptures, and engraved plates, including special orders for other awards.   Prepares purchase orders, verifies invoices, and processes payments to vendors. Proofs finished awards for accuracy, arranges for shipment, and tracks shipping dates. Assists in preparing awards and certificates for shipping.
• Maintains inventory of supplies and equipment and monitors expenses. Arranges for regular maintenance and/or repair of office equipment.    
• Assists in Record Book activities for the annual convention and other SCI events and attends the convention and other events as assigned.
• Assists in the publication of the annual SCI Record Book of Big Game Animals and Awards Issue of Safari Magazine.
• Provides administrative support for assigned projects to include researching, compiling data and preparing summary reports based on findings and results.
• Performs other related duties as assigned.

Work Location and Travel Requirements

This job operates in a professional office environment. This position travels up to 10% of the time, including to the SCI annual convention.

Skills and Abilities

• Proficient with Microsoft Office Suite software, to include Excel, Word, Power Point, OneDrive, SharePoint, Teams with an ability to become familiar with SCI-specific programs and software.
• Must demonstrate excellent communication skills, attention to detail, organizational skills and exceptional customer service.  
• Excellent time management skills with a proven ability to meet deadlines.

Qualifications and Education

• The position requires a High School Diploma and 2 years of related experience
• Hunter's preferred.
• Knowledge of the hunting industry, outdoor industry, or wildlife preferred.
• Valid driver’s license with ability to be insurable on SCI policy

Any equivalent combination of education, training and/or experience that fulfills the requirements of the position may be considered.

Benefits

Safari Club International offers a full benefit package. Please go to our careers page to view our Benefit Summary: https://safariclub.org/careers/