the Administrative Services Coordinator is responsible for coordinating the day-to-day administrative activities for the Marketing and Public Relations (MPR) department. This professional will also help coordinate the sharing, tracking, and reporting of institutional news and updates via social media networks, digital displays, intranet pages, and other channels reaching internal/external audiences. This staff member will participate in developing campaigns and communication plan strategies with Director of Communications and Communications/Social Media Specialist.
Responsibilities:
Perform various receptionist functions to include answering phones, making copies, sorting items, distributing/sending mail/faxes; order, organize and maintain office files and supplies as needed.
Coordinate and schedule media interviews/appointments and updating the central Media Department Calendar as well as group department meetings.
Maintain the KRONOS payroll system in an accurate and timely manner for all MPR staff. Periodically prepare time and attendance reports for supervisors and file all payroll-related documentation. Coordinate the timely entry of time study submissions for training administration.
Process invoices, track expenditures and assist with budgeting tasks as assigned using the Lawson system to ensure up to date department budgets and timely payment to vendors.
Assist with the assembly/creation and distribution of press and marketing materials to support both the Institute, as well as individual programs/centers/projects.
Assist with Institute events, including trade shows, fundraisers, and press conferences.
Maintain inventory of collateral created by department and fulfill requests for these materials from both internal sources, as well as external ones including web requests. Includes notifying Creative Services Group in a timely manner so that reprints of needed materials can be planned well in advance of quantities being depleted.
Provide scheduling, filing, and other administrative support to the Assistant Vice President of Marketing & PR.
Coordinate with all outside vendors and other departments to ensure timely implementation of service requests and work orders.
With approval from Director of Communications or Social Media Specialist, post to Institute social media channels. Aid in monitoring of Institute social media channels.
