Communications Administrative Specialist

Communications Administrative Specialist

Classification: Exempt

Reports to: Senior Director of Communications

Date: June 2024

Each day at VOA Northern Rockies, we strive to exemplify our foundational pillar of Servant Leadership and Cultural Values of Communication, Compassion, Integrity, Respect, and Excellence.

At VOA we are committed to providing opportunities that help staff grow and enhance their skill sets. As part of this commitment, we invest in on-the-job training to prepare employees for their new positions and offer professional development opportunities, coaching, and career pathways to promote our culture of helping staff advance their careers throughout the organization.

JOB DESCRIPTION

Summary/Objective

The Communications Administrative Specialist at VOA Northern Rockies plays a pivotal role in bringing our mission to life. This position organizes and facilitates content production across various mediums, including direct mail, social media platforms, and digital and print marketing materials. A significant focus of this role involves administrative tasks and some creative work, requiring strong organizational skills, proficiency using Excel and other Microsoft Office programs, placing orders through vendors, and tracking progress on multiple projects. The Communications Administrative Specialist will work closely with the Senior Director of Communications to execute the organization's brand strategy and promote the outcomes of our diverse programs across Montana, Wyoming, and Western South Dakota. This role demands a blend of task management, detail orientation, and effective communication, ensuring timely and efficient completion of tasks while executing marketing strategies as directed. The individual must also be invested in the organization's core values of Communication, Compassion, Integrity, Respect, and Excellence.

Essential Functions

• Support all integrated marketing and communications operations aspects using strong project management skills and attention to detail.

• Create and maintain social media posting.

• Manage multiple projects and production orders, tracking them to completion.

• Physically printing marketing and mailing marketing materials

• Participate in brainstorming and creative sessions to conceptualize marketing campaigns.

• Ensure all design outputs are consistent with organizational brand guidelines and visual standards.

• Collaborate with team members, stakeholders, and clients, effectively incorporating feedback into the production materials that support the programs and keep external groups aware of the organization's outcomes, opportunities, and activities.

• Assist in the maintenance of the organization's website, social media, and other web presences, including the organization's SEO and Google AdWords

• Monitoring and reporting analytics.

• Other duties as assigned.

Competencies

• Effective communicator with both oral, written, and interpersonal abilities

• Keen ability to build and maintain prosperous relationships with various stakeholders.

• Proficient in Microsoft Office applications. Working knowledge of Adobe Creative Suite (InDesign, Photoshop, Illustrator) a plus.

• Social Media management

• Solutions-based consultation, ethical practice, and a continuous demonstration of behaviors aligned with a posture of servant leadership and our cultural values.

• Proven ability to design compelling content.

• Goal-driven and agile in a fast-paced work environment

Supervisory Responsibility

This position has no direct supervisory responsibilities but may serve as a coach and mentor for other positions in the organization.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as laptops, photocopiers, and smartphones.

Physical Demands

The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully.

While performing the duties of this job, the employee is regularly required to talk or hear. This job's specific vision abilities include close vision and the ability to adjust focus. This would require lifting files, opening filing cabinets, and bending or standing on a stool as necessary.

Position Type/Expected Hours of Work

This is a full-time position. Days and work hours are Monday through Friday, 8:00 a.m. to 5:00 p.m. Occasional evening and weekend work may be required as job duties demand.

Travel

Some light travel is expected for this position.

Required Education, Experience, or Eligibility Qualifications

• Bachelor's degree in marketing or related field, or associate degree and two additional years of experience in communications or a related field

• Three years of marketing or administrative experience

• Strong competence in social media and marketing analytics

• Must be motivated, innovative, and comfortable working in collaboration; have ethical decision-making and excellent interactive skills; must be goal-oriented, have high energy, and possess excellent communication skills, both verbal and written

Preferred Education and Experience

• Five or more years of related experience

• Knowledge or experience in television and radio production, printing processes, public relations, photography, sales, or marketing research

EEO Statement

Volunteers of America Northern Rockies is committed to equal opportunity for all, without regard to race, religion, color, national origin, citizenship, sex, sexual orientation, gender identity, age, veteran status, disability, genetic information, or any other protected characteristics. Volunteers of America Northern Rockies will make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodation would impose an undue hardship on the operation of our business. If you are interested in applying for an employment opportunity and feel you need a reasonable accommodation pursuant to the ADA, please contact us at 307-672-0475.