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Dallas Theological Seminary

Administrative Assistant for Marketing and Communication Job at Dallas Theologic

Dallas Theological Seminary, Dallas, TX, United States, 75215

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Administrative Assistant for Marketing and Communication

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Administrative Assistant for Marketing and Communication

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Job Summary

The Administrative Assistant for the Marketing & Communications department (MarCom) provides administrative assistance to the executive director and department directors, as assigned. The Administrative Assistant works as directed by the executive director to implement, sustain, and improve all general administrative functions. This position requires regular interaction with faculty, administrative assistants of other departments, staff, students, alumni, and the public.

Job Summary

The Administrative Assistant for the Marketing & Communications department (MarCom) provides administrative assistance to the executive director and department directors, as assigned. The Administrative Assistant works as directed by the executive director to implement, sustain, and improve all general administrative functions. This position requires regular interaction with faculty, administrative assistants of other departments, staff, students, alumni, and the public.

Duties/Responsibilities

Communications

  • Serve as the first point of contact for media, department visitors, clients, and vendors in person or through email/phone communications.
  • Receive and route communications across campus from several external email accounts accessed through the DTS website.
  • Prepare communications, such as memos, emails, invoices, reports, and other correspondences.

Administration

  • Maintain confidential records with integrity.
  • Organize and maintain accurate and current electronic and paper filing systems for all MarCom departments.
  • Gather information for regular reports/information requests including marketing analytics reports, project management reports, and others as requested.
  • Schedule department directors’ appointments, meetings, and travel, and manage department directors’ calendars, as assigned.
  • Maintain and update a staff calendar, keeping it accurate and up to date for scheduling.
  • Interface with all campus departments and other DTS locations to obtain necessary information to keep MarCom goals and projects moving forward.
  • Order, collect, and distribute items received through mail services and ensure the timely transfer of documents and paperwork through interdepartmental mail.
  • Purchase office supplies and manage maintenance and repair of office equipment

Financial

  • Act as delegate to department budget managers in keeping accurate accounting, preparing financial reports, managing budget redistribution and approvals
  • Act as delegated agent for all MarCom department charge accounts: overseeing credit card charges, filing invoices with business office for payment, submitting accurate monthly expense reports and other financial forms
  • Establish new vendor accounts and payment method updates for MarCom vendors with the DTS business office accounts payable; keep accurate records of all payments for each department director
  • Audit contracts and schedules to respond to all vendor inquiries about charges and payments
  • Excellent verbal and written communication skills.
  • Excellent interpersonal and service skills.
  • Excellent organizational skills and attention to detail.
  • Excellent time management skills with a proven ability to meet deadlines.
  • Strong analytical and problem-solving skills.
  • Consistent history of discretion and trustworthiness.
  • Ability to work quickly and efficiently with many interruptions.
  • Ability to prioritize tasks and to delegate them when appropriate.
  • Ability to function well in a high-paced and at times stressful environment.
  • Proficient in (or familiar with history of similar products): Microsoft Office Suite, Outlook, Teams/SharePoint/Mind Manager/Evernote/related software as well as marketing and social media software.

Education And Experience

  • Bachelor's degree preferred but not required
  • Minimum of three to five years of office experience
  • Passion for marketing and communications
  • Demonstrated experience handling multiple tasks simultaneously while working independently with little supervision

Physical Requirements

  • Prolonged periods of sitting at a desk and working on a computer.
  • Must be able to lift up to 15 pounds at times.

Seniority level

  • Seniority level

    Mid-Senior level

Employment type

  • Employment type

    Full-time

Job function

  • Job function

    Administrative

  • Industries

    Higher Education

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