Project Coordinator

Job Summary

The Project Coordinator reports to the Director of Communications and Marketing and will work with internal clients and subject matter experts to manage the development and revision of a variety of marketing collateral materials and projects, from concept through content development, layout, editing, proofing, approvals, to printing and mailing. This position serves to traffic various projects through all the different stages of development, from intake and requirements capture, gathering cost estimates from vendors, capturing approvals, through final distribution of the end product.

Duties & Responsibilities

• Assist in the development process of a variety of collateral material and projects including, but not limited to, brochures, flyers, handbooks, forms, letters, posters, community reports, newsletters, presentations and monthly reports.

• Assign and maintain log of all Material Control Numbers, unique to each piece.

• Coordinate the trafficking and tracking of these projects end-to-end, including tracking the content development, layout, editing, proofing, approvals, obtaining cost estimates to printing, and distribution.

• Attend meetings as the communications representative to determine potential needs from internal customers such as Health Services, Health Education/Promotion, Population Health, Pharmacy, Claims, Provider Services and Member Services.

• Responsible for holding kick-off meetings, obtaining all project details (target audience, tone of content, call to action, quantities, languages, distribution, etc.) concept development, drafting copy, editing, securing necessary approvals and working with graphic designer and/or web coordinator to layout materials.

• Work with both Content and Creative teams daily to know where each project is in the state of development and update Asana.

• Coordinate with Director to reprioritize tasking as necessary.

• Coordinate with clients, department staff, external vendors, and others to ensure all have the latest information as to the stage of development.

• Develop editorial calendars and content plans for newsletter development including, but not limited to, provider-focused, member-focused and community-focused.

• Administrative tasks include, but are not limited to, assisting with the creation of the department's monthly Board package, maintaining project folders and collateral numbering system, keeping samples, gathering cost estimates, creating POs and processing invoices, maintaining audit trails, and maintaining the project tracking software (Asana).

• Conduct regular reviews of collateral (print, video and website content) to ensure accurate and up-to-date information with content that is consistent among mediums.

• Annual review of New Member packet materials for accuracy with new requirements.

• Maintain materials inventories for New Member packets, samples, use at public events, including internal corporate stationery and a variety of envelopes.

• Order and maintain stock of branded promotional items.

• Other duties as assigned.

Qualifications

Knowledge/Skills/Abilities

• Excellent written and oral English grammar skills.

• Ability to juggle multiple projects in various stages of development well.

• Able to maintain software databases that track each project in each stage of development.

• Self-starter with the ability to work remotely, be accountable, and maintain relationships.

• Self-motivated with a positive and professional approach.

• Intermediate knowledge of Microsoft Windows, Office (Outlook, Word, Excel & Power Point)

Desired:

• B2C marketing experience desirable

• Knowledge of print production processes, lingo, and timelines.

• Written and oral Spanish grammar skills a plus but not required.

• Familiarity with NetSuite software for purchase order development and invoice processing.

• Knowledge of Asana project management software application a plus.

• Knowledge of NetSuite for purchase order/invoice processing a plus.

Education & Experience

• AA or Bachelor's degree or equivalent experience required, preferably in communications, marketing, advertising, business or related field

• Minimum one-year (1) relevant work experience

• Bilingual Spanish preferred