Administrative Specialist - Req #518 | Clerical Jobs in Salem | Administrative Specialist Jobs

Development & Communications Administrative Specialist is responsible for supporting Catholic Community Services (CCS) and Catholic Community Services Foundation (CCSF) in accomplishing their fund development and marketing communications goals in accordance with the guidelines provided by the national Council on Accreditation.

• Establish project management system and continuously track and update project due dates and status; own & drive deadlines & budget tracking


• Work with graphic designer to coordinate and track printing orders and bulk mailing services, assuring on-time, on-budget delivery and excellent vendor relationships


• Support event management activities as assigned


• Coordinate and track proof-reading of materials to be printed, posted or published, assuring accuracy and timeliness


• Coordinate departmental volunteer needs and scheduling


• Assure compliance with department procedures for receiving, approving, filing, posting and distributing printed materials


• Draft, edit, format, beautify and assure accuracy of documents, using Word, Power Point, Excel, Adobe Acrobat, In-Design, Dreamweaver and other software


• Efficiently and accurately input data, prepare queries, reports, mailing lists, labels, letters and other outputs utilizing eTapestry, Excel, Access and/or other software


• Coordinate and confirm appointments and schedules for photo shoots, meetings and other projects


• Create and maintain events calendar for posting on portal and web


• Work with graphic designer to prepare and post website and portal content revisions and updates


• Maintain departmental computer archiving system and back-up weekly


• Track video distribution, maintain inventory, and place re-orders


• Prepare and process purchase orders, invoices and expense reports; track department expenditures and maintain comparison against budget


• Print, bind, and assemble presentation materials and reports


• Coordinate and assure accuracy of Yellow Pages advertising placements, and community print and on-line directories


• Perform research and prepare findings, documents and reports


• Document department procedures and processes, prepare flow charts and timelines, update and maintain department procedures manual


• Maintain department files including, but not limited to portfolio products, news articles, photography, talent releases, reference materials, projects, print materials, samples, etc.


• Maintain supplies inventory and order department’s paper stocks and other supplies


• Schedule meeting rooms, record and distribute meeting notes and action items as requested


• Coordinate and implement special projects


• Other duties as assigned by Sr. Director of Development & Communications

Please follow this link to our online application website to view the complete job listing and apply for this position: Administrative Specialist - Req #518.