Administrative Support Spec

Where compassion meets innovation and technology and our employees are family.

General Purpose of Job:

The Administrative Support Specialist provides administrative and operational support to the Marketing team. Manages communications and requests from internal clients within the organization. In addition to administrative responsibilities such as budgeting, scheduling, and contract coordination, this position supports marketing efforts by assisting with project coordination, event logistics, and special initiatives. A strong understanding of marketing processes and the ability to operate in a fast-paced, deadline-driven environment are essential to success in this role.

Duties and Responsibilities:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.   The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This job description is not intended to be all-inclusive; employees will perform other reasonably related business duties as assigned by the immediate supervisor and/or other Health System administration as required.

General Responsibilities:

• Maintains utmost level of confidentiality at all times.
• Adheres to Driscoll Health System policies and procedures.
• Demonstrates business practices and personal actions that are ethical and adhere to corporate compliance and integrity guidelines. 
• Adheres to all HIPAA guidelines.

General Administrative Duties:

• Maintains and manages Marekting team calendars, include arranging complex events for the Marketing Department
• Supports budget tracking, billing processes, and financial coordination for marketing initiatives. Submits expenses for the department and marketing team members. Prepares check requests and obtains signatures for invoices as directed by the accounting department.
• Timekeeper for the Marketing Department
• Responsible for tracking engagement events such as Corporate Sponsorships, including securing attendees at sponsorship tables
• Responsible for departmental contracts and agreements including correspondence with legal department
• Supports intake and tracking of marketing requests, helping ensure proper routing, prioritization, and follow-up
• Gathers data for and independently composes complex and detailed correspondence and reports for senior director using in-depth knowledge and business acumen; independently researches and updates department documents. May use intermediate to advanced Word, Excel, PowerPoint and other software applications as needed.
• Participates in interdepartmental projects that require complex project coordination and independent judgment, in response to business needs and communication with other departments
• Independently provides complex administrative support and project coordination for senior director, and as needed, other management members to include the following: Manages inquiries (phones, email, in person) and directs to appropriate parties based on functional/operational knowledge; independently responds to routine inquiries in a timely manner.
• Coordinates meetings, calendars, travel and logistics to support team productivity and project execution
• Prioritizes and plans work activities effectively and in an organized fashion and promptly follows-up as needed
• Interacts in a professional manner with executives, board members and employees across Driscoll and outside organizations
• Assist in scheduling and collection of materials needed for appointments, meetings, conferences, telephone calls, etc.
• Assists with special projects to support the Marketing Team as needed

Organizational/Office Related Duties

• Orders office supplies and equipment using the online ordering system
• Performs general assistant duties to include, but not limited to, copying, faxing, filing, taking minutes, etc.
• Manages all postal accounts to include bulk mail, business reply and Post Office Box accounts. Coordinates incoming mail and delivery including outgoing overnight or special shipment mail.
• Manages the Marketing team cell phone account and coordinates the requisition of and repair of all Marketing phones, and other informational systems-related requirements.

Education and/or Experience:

• Bachelor's degree (B. A.) in marketing, communications, business administration, or related field from four-year college or university; or three to five years related experience and/or training; or equivalent combination of education and experience.
• Experience supporting marketing, communications, or project coordination functions strongly preferred.
• Possess computer skills for using Word, Excel, Power Point, Internet, internal and external email.