Communications Administrator

Position Summary

The Communications Administrator provides comprehensive administrative and operational support to the Communications Department, which encompasses corporate communications, marketing, and public relations functions. This position ensures smooth day-to-day departmental operations by managing scheduling, logistics, and documentation, and by supporting internal and external communications initiatives. The Communications Administrator interacts frequently with executives, vendors, and stakeholders, requiring discretion, professionalism, and diplomacy in handling sensitive and confidential information.

Salary

The annual salary rate begins at $62,339. Mid range at $79,482. Actual starting rate will be commensurate with experience and education.

Scope and Impact

This role serves as a key administrative and logistical backbone for the Communications Department, supporting its mission to advance Methodist Healthcare Ministries' visibility, brand integrity, and stakeholder engagement. The position directly contributes to departmental efficiency, timely project execution, and organizational communication effectiveness.

Decision-Making Authority

Operates under general supervision while exercising independent judgment in managing confidential information, prioritizing tasks, and resolving scheduling or logistical challenges. Makes administrative and operational recommendations to improve departmental processes and efficiencies.

Interactions / Working Relationships

Collaborates with internal teams across the organization, including executive leadership and cross-departmental partners, as well as external vendors, sponsors, and community stakeholders. Represents the Communications Department in a professional, service-oriented manner.

Essential Duties and Responsibilities

• Provide executive-level administrative support to the Communications Department, ensuring alignment with departmental priorities and organizational standards.
• Manage departmental and leadership calendars, scheduling meetings, and coordinating logistics for internal and external stakeholders.
• Support travel arrangements including itinerary preparation, lodging, transportation, and expense reconciliation.
• Prepare correspondence, reports, meeting agendas, and presentations on behalf of departmental leadership.
• Track and process departmental budgets, invoices, and reimbursements through e-Requester and Concur systems.
• Manage monthly credit card statement reconciliation and receipt documentation.
• Coordinate logistics for organizational and departmental meetings, including catering, A/V setup, materials preparation, and note-taking or minute recording.
• Assist with onboarding and orientation for new team members and interns.
• Maintain departmental records, ensuring proper filing, organization, and accessibility.
• Collaborate with other administrative staff on organization-wide projects, meetings, and events.
• Demonstrate flexibility in adapting to shifting priorities, goals, and operational needs.
• Manage and maintain the inventory of marketing and promotional materials, including procurement and vendor coordination.
• Assist with drafting, formatting, and distributing communications materials such as memos, letters, and PowerPoint templates.
• Support the sponsorship process, including drafting commitment letters, processing sponsorship payments, and reconciling related budget activity.
• Support tracking and reporting of departmental KPIs and performance metrics through data collection, analysis, and presentation preparation.
• Assist in the creation and distribution of surveys using online tools such as SurveyMonkey or SmartSheet.
• Provide logistical and administrative support for video and photo productions, including site coordination, scheduling, consent form management, and on-site support.
• Support planning and execution of departmental and organizational special events, including community outreach activities and internal initiatives.
• Serve as a departmental representative for select meetings, communicating effectively with internal and external stakeholders.
• Perform other duties as assigned.

Supervisory or Leadership Responsibilities

This position does not have direct supervisory responsibilities but provides support and guidance to departmental interns and new hires.

Qualifications

Minimum Qualifications (Required)

• Education: High School Diploma or GED required.
• Licenses/Certifications: None
• Experience: Minimum of three (3) years of experience in an administrative support or event coordination role, including experience supporting executive or senior-level management.
• Other Required Skills/Knowledge:
• Strong organizational and analytical skills.
• Exceptional interpersonal and communication abilities, both written and verbal.
• Proven ability to handle sensitive and confidential information with discretion.
• Skilled in project coordination, time management, and multitasking under deadlines.
• High attention to detail and accuracy in documentation.
• Strong customer service orientation and ability to work effectively with diverse stakeholders.

Preferred Qualifications

• Associate's or Bachelor's degree in Business Administration, Communications, Public Relations, Marketing, or a related field.
• Experience supporting public relations, marketing, or corporate philanthropy initiatives.
• Experience in nonprofit or mission-driven organizations.
• Spanish bilingual proficiency preferred.

Knowledge, Skills, and Abilities (KSAs)

• Knowledge of administrative and office management procedures.
• Familiarity with event coordination, sponsorship tracking, and marketing logistics.
• Strong critical thinking and problem-solving capabilities.
• Ability to manage complex scheduling and departmental priorities.
• Professional writing and editing skills.
• Ability to navigate high-pressure situations with objectivity, tact, and professionalism.
• Proven collaborative approach to working in a team environment.

Language Skills

• Fluent in English required; bilingual (English/Spanish) preferred.
• Strong written communication skills with the ability to produce clear, concise, and professional correspondence and reports.

Technology and Tools

• Proficiency in Microsoft Office Suite (Outlook, Word, PowerPoint, Excel) and Google Suite.
• Familiarity with online survey tools such as SurveyMonkey and SmartSheet.
• Experience with e-Requester, Concur, and other administrative systems preferred.
• Ability to develop spreadsheets, reports, and visual materials.
• Experience with Microsoft Dynamics and Project is an asset.

Work Environment and Physical Demands

Work is performed primarily in an office setting with regular exposure to community and event environments.

• Frequent sitting, standing, and walking required.
• Must be able to lift and maneuver up to 25 pounds.
• Position may involve bending, stooping, twisting, or reaching for materials.
• Regular interaction with staff, vendors, and community partners.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Up to 25% travel required, including occasional overnight stays.
• Must be able to work occasional evenings, weekends, or holidays for events or special projects.
• Must maintain a valid driver's license, automobile insurance, and reliable transportation.