Marketing & Administrative Coordinator

Job Details: Job Location: CHIMI - Modesto - Spyres - Modesto, CA, Salary Range: $27.65 - $33.35Hourly, Job Shift: Day, Company Information

At Community Hospice & Health Services and its affiliates, Community Hospice & Health Services Foundation, and CHI Management, Inc. (herein referred to collectively as “CHHS”) you will find a family-based and compassionate work environment. Our goal is to provide a wonderful work experience that allows our employees to thrive by feeling engaged and fulfilled each day. CHHS is the largest and oldest nonprofit hospice, palliative care, and support services provider in the Central Valley.

We are proud to indicate that CHHS has been supporting and providing compassionate and quality services to our community since 1979. Our mission is to embrace individuals and families facing life-changing journeys, enhancing quality of life for all. CHHS is accredited by Community Health Accredited Program (CHAP).

Position Summary

The Marketing & Administrative Coordinator provides experienced administrative, project coordination and operational support to the Department of Business Development & Marketing and Communications departments. This position helps keep marketing projects, communications, schedules, vendors and administrative activities organized and on track. The Coordinator serves as a key point of contact for internal departments and external partners and ensures projects and department priorities are completed accurately, efficiently and on time.

Primary Responsibilities

The primary responsibility of this position is to coordinate marketing projects, workflows, timeliness, calendars and communications under the direction of the Director of Business Development and the Marketing and Communications Manager.  The Coordinator works closely with the Marketing and Liaison team members to ensure projects move smoothly from planning through completion.

Secondary Responsibilities

Secondary responsibilities include providing administrative and operational support to the Director of Business Development and the Marketing and Communications Manager, including meeting coordination, vendor communication, purchasing, invoicing, proofing and maintaining department records and resources.

Tertiary Responsibilities

Tertiary responsibilities include maintaining organized digital files under the direction of the Marketing and Communications Manager.

Essential Responsibilities:

Coordinate and track marketing and communications projects using Asana.
Maintain project timelines, deadlines, task lists and deliverables.
Follow up with team members, internal department, vendors and external partners to keep projects on schedule and meet deadlines.
Identify potential delays or roadblocks and communicate them to the Director of Business Development and the Marketing and Communications Manager.
Coordinate meetings and scheduling needs for the Department of Business Development.
Serve as a point of contact for routine internal marketing requests (Marketing forms) and coordinate information, updates to the Director of Business Development and the Marketing and Communication Manager, approvals and materials.
Provide day-to-day administrative support to the marketing and liaison teams, the Director of Business Development and the Marketing and Communications Manager.
Coordinate meeting logistics, agendas, materials, action items and follow-up.
Track invoices, purchase orders, vendor expenses, advertising commitments and related documentation.
Assist with obtaining quotes, coordinating approvals and placing vendor orders.
Maintain confidentiality and exercise appropriate judgment when handling sensitive organizational information.
Proofread and review marketing materials for accuracy, completeness and adherence to established brand standards for the organization.
Perform other related duties as assigned by the Director of Business Development and the Marketing and Communications Manager.

Qualifications: Education and Experience:

Associate degree in marketing, communications, business administration or a related field preferred; equivalent work experience may be considered.
Minimum of 2-4 years of experience in marketing coordination, project coordination, administrative coordination or executive support.
Experience in a marketing, communications, healthcare, nonprofit agency or professional services environment preferred.
Demonstrated ability to manage multiple priorities, deadlines, projects and collaborate efficiently with key internal and external partners.
Must have exceptional organizational and time-management skills; strong attention to detail and accuracy.
Proficiency with Asana or similar project-management software; advanced proficiency with Microsoft Office, including Outlook, Word, Excel, PowerPoint and Teams.
Excellent written and verbal communication skills; strong follow-through and ability to manage multiple deadlines and work in a fast-paced department.
Strong collaboration and interpersonal skills; team-focused, proactive, adaptable and willing to step up in order to meet team and organizational needs.