Administrative Assistant

Location:
Archdiocese of Detroit12 State StreetDetroit, MI 48226
Category:
Admin / Clerical
Apply To:
Qualified candidates should submit a cover letter and resume, via email, to jobs@aod.org

Position Description

Serve as the administrative assistant for the Director of Broadcast and News Operations.  Provide clerical, research and media support to collaborate with, along with the Director, archdiocesan projects/programs/efforts assigned and/or accepted by the Office of Broadcast & News Operation.  Answer the office information phone lines and direct calls accordingly; process contact information, calendar, and contractual paperwork.  Maintain accurate office records; establish tracking system for departmental budgets, contracts, status reports, contacts, correspondence, vendors, etc.  Work with and support marketing analysis to analyze the marketing channels & data to drive intelligent data driven decisions to increase overall efficiency.  Utilize a variety of social tools, data, and analytics that will offer insights to what truly works. Assist/support personnel in component offices of Communications Department as needed. 
 

                ESSENTIAL DUTIES AND TASKS REQUIRED BY THIS JOB
 
  1. Responsible for administrative duties in the Office of Broadcast & News Operation, including accurate written and digital communications; maintain an up-to-date calendar of appointments/projects; prepare materials for presentations, mailing, faxing, and filing.
  2. Prepare expense reports, purchase orders, check requests, and select budget postings.  Order necessary materials for office.  Responsible for maintenance/service requests and follow-ups.  Maintain list of contacts, vendors.
  3. Receive and route all incoming communications (mail, faxes, phone calls, etc.) on a priority basis to/for office/department staff.  Originate and return communications as needed. Provide first-line answers to broadcast and news operation questions from co-workers and the Catholic public.
  4. Work/support the Office of Broadcast & News Operation on projects and/or team efforts, including print and video productions; ability to respond/contribute in deadline-driven situations. 
  5. Support the broadcast distribution of email, e-newsletters, and fax communications to priests, parishes and others.
  6. Maintain and manage the Educational Broadband spectrum inventory of monthly internet service and LTE devices acquired with the Sprint service credits and ensure there is no overage and credits are maximized.
  7. Monitor usage of devices to comply with usage agreement and policy.
  1. Conduct quantitative and qualitative research, summarize research and write reports that examine insights and explain results.
  2. Monitor campaigns (with strong attention to detail) and analyze performance in order to provide recommendations for optimizations and ensure Key Performance Indicators (KPIs) are met.
  3. Always be looking ahead at the upcoming trends, the changing of user behavior, and how platforms are changing.
  4. Maintain confidentiality of correspondence, conversations and materials processed through the offices of the department.
  5. Maintain composure in dealings with the internal and external public.
  6. Delivery assistance on select items/projects.
  7. Perform other related duties as assigned; flexible in special circumstances. 
 
 

Qualifications/Requirements

  • Associates Degree or two years college in secretarial science or equivalent combination of education and/or experience required.
  • Three years functional office experience necessary.
  • Must type at least 50 wpm.
  • Competent/conversant in component applications in Microsoft Office Suite, especially Access and those Web-related; applicable CMS applications; Adobe CS Suite and Web-support applications; Cisco Unified IP Phone; EBS video transmission; facsimile transmission; Web-server/Internet provider capabilities; working knowledge of digital media and/or ability to learn and deploy needed technological support for the office.   
  • High-level Web/Internet/Intranet/Extranet, social networking familiarity, skills.  
  • Efficient and effective in conducting online research
  • High degree of competency in navigating social media sites
  • Ability to use search capabilities in Google and other similar sites
  • Must relate well with people and demonstrate excellent oral and written communication skills.
  • Ability to work effectively with minimal supervision in an atmosphere of multiple projects, shifting priorities, interruptions, and deadline pressures.
  • Ability to use discretion with confidential information, as this position is exposed to information that must be kept confidential at all times.
  • General knowledge of Catholic Church organization/structure, current events and technology.
  • Experience with marketing and social media a plus
  • Fluency in Spanish a plus
 
REQUIREMENTS
  • Working knowledge of and adherence to digital standards, policies, practices and operation procedures for the Archdiocese of Detroit
  • Ability to sit or stand for extended periods of time; ability to lift and carry packages/materials/equipment up to 20 pounds unassisted. 
  • Ability to tolerate frequent use of computer keyboard and related repetitive movements.
  • Ability to respond to employee requests and questions, with the ability to manage daily phone calls in normal office environment. Will work with frequent interruptions and deadline projects.
  • Possess a valid driver’s license; have a good driving record.
The Archdiocese of Detroit is an equal opportunity employer that does not illegally discriminate on the basis of race, color, religion, national origin, sex, age, disability, height, weight, genetic information, marital or other legally protected status. Job ID:104324