Project Coordinator - Marketing and Communications - FT - Day

Stormont Vail Hospital - Topeka, KS

Full-time

Onsite - Topeka, KS

About the position

The Project Coordinator for Marketing and Communications plays a crucial role in bridging the gap between clients and the creative design teams. This position is responsible for managing detailed schedules and assignments, setting deadlines for each phase of a project, and ensuring that projects are completed in a timely manner. The Project Coordinator will analyze data across various platforms to maximize workflow, enhance client satisfaction, and improve overall marketing effectiveness. This role requires a proactive approach to communication and coordination, ensuring that all stakeholders are informed and engaged throughout the project lifecycle. In this position, the Project Coordinator will coordinate with vendors regarding expected deliverables, project budgets, deadlines, and anticipated delivery dates for each project. They will serve as the primary point of contact for both internal and external clients, facilitating communication and ensuring that all resources are available and ready for production. The Project Coordinator will also prepare reports for leadership, utilizing data collected to review work on specific campaigns and overall marketing efforts. The role involves working closely with the Marketing and Communications team to improve the efficiency and effectiveness of marketing initiatives and requests. The Project Coordinator will review new requests, gather expectations, define projects, and monitor them in the project management system. A comprehensive understanding of the marketing and communications team workload is essential, as the Project Coordinator will prioritize tasks based on departmental goals and prepare for weekly team meetings to track and report on the progress of active projects. Additionally, they will support the team by keeping jobs on schedule, including making simple design and copy updates, and providing due dates for various stages of project completion. The Project Coordinator will assess workflow, identify barriers, and work to improve efficiency. They will keep the creative team and clients informed on the current status of all jobs in progress through regular status reports. This position also involves conducting the marketing and communications processes for purchasing and accounts payable, providing oversight on project strategy, and ensuring client satisfaction. By monitoring project performance and identifying resource requirements and gaps, the Project Coordinator will provide solutions for efficiency and improvement.

Responsibilities

• Coordinate with vendors on expected deliverables, project budget, deadlines, and anticipated delivery dates for each project.
• Communicate with clients, vendors, and creative teams to ensure all resources are available and ready to begin production.
• Act as primary point of contact for internal and external clients.
• Prepare reports for leadership using data collected to review work on specific campaigns and overall marketing efforts.
• Work with Marketing and Communications team to improve efficiency and effectiveness of marketing initiatives and requests.
• Review new requests, gathering expectations, define projects, and enter and monitor in project management system.
• Comprehensive understanding of the marketing and communications team workload and prioritize tasks based on department goals.
• Prepare and run weekly marketing & communications team meetings to track and report on progress of active projects and prepare for upcoming initiatives.
• Support the marketing & communications team by keeping jobs on schedule including simple design and copy updates.
• Provide the marketing & communications team with due dates for various stages of project completion.
• Assess workflow and work to remove barriers and improve efficiency.
• Keep creative team and clients informed on the current status of all jobs in progress via status reports.
• Conduct the marketing and communications processes for purchasing and accounts payable.
• Provide oversight on project strategy and ensure client satisfaction.
• Provide solutions for efficiency and improvement by monitoring project performance and identifying resource requirements and gaps.

Requirements

• Bachelor's Degree in Marketing, Communications, Public Relations or a related field (Preferred).
• Less than 1 year of leadership or related experience (Preferred).
• Basic understanding of Adobe's Creative Suite (Photoshop, InDesign, Illustrator) (Required proficiency).
• Strong verbal and written communication skills with the ability to interact and communicate with a wide range of individuals (Required proficiency).
• Ability to successfully coordinate several projects in a fast-paced environment (Required proficiency).
• Strong customer relations skills (Preferred proficiency).

Nice-to-haves

• Strong customer relations skills.