JOB DESCRIPTION
MADONNA REHABILITATION HOSPITAL
5401 South Street Lincoln, Nebraska 68506-2134
Job Title Marketing and Public Relations Coordinator Job Code F4
Department Strategic Planning
Immediate Supervisor Director of Strategic Planning and Marketing
Status Non-exempt
I. DEPARTMENT FUNCTION/JOB OVERVIEW
Responsibilities include project and administrative support to
the Marketing-PR Dept. Coordinate event and trade show logistics
and post-event evaluations. Select and purchase specialty items.
Update employee directory, patient handbooks and website catalog.
Provide basic photography, design and video assistance.
Coordinate and implement mailings, faxes and email communication
projects. Order office supplies and manage equipment maintenance.
Review and edit written materials. Assist in departmental expense
tracking, budget forecast and analysis. Provide meeting minutes,
update project timelines and produce monthly departmental project
reports. Responsible for quality service delivery and
internal/external customer relations for the department and
Madonna as a whole, including the mission and values for the
department and facility.
II. ESSENTIAL FUNCTIONS (DATA)
Prepare monthly marketing projects report, press listings
and calendar of events.
Create and update project timelines and keep all
participants apprised of their responsibilities and
deadlines.
Assist in budget preparation for the Marketing/PR Dept.
Process invoices for payment, create budget reports, and
perform budget analysis and forecasts. Keep monthly record of invoices paid. Track expenses to budget ratio.
Coordinate targeted mailings for events to increase
awareness of Madonna and the services we provide. This
includes developing mailing lists using information in
customer contact database and making all arrangements for
the mailing. Examples of mailings are: Madonna Independent, Madonna Minute, calendars, Christmas cards, invitations to Goal Awards and other events, surveys, and physician
mailings.
Coordinate trade show participation and registration. Make suggestions as to focus of booth and assure that all display materials are available to Madonna staff prior to the event.
This could include creating posters and handouts, and
assembling packets of materials. Track feedback from our
participation in events.
Make website changes as necessary. Format newsletters, etc.
in email software and facilitate mass mailings.
Assist with registration and coordination of various
seminars, workshops and events sponsored by Madonna
Rehabilitation Hospital. Create online registration forms on the Madonna Web site.
Research and evaluate specialty items used as giveaways at events and conferences. Meet with vendors and obtain the best pricing. Monitor inventory and reorder or order new items as necessary.
Receive requests for sponsorship and/or exhibiting.
Research possible past participation and make
recommendations to Marketing team. Process registration
forms and payment. If it is an exhibiting request, assist in soliciting staff to participate. Maintain a file on sponsorship/exhibiting and track in a data base. Create and mail responses to all requests.
Assist in planning for annual Goal Awards Luncheon, managing logistical details. Secure venue for luncheon. Process contract with payment.
Maintain inventory of display materials, i.e., easels, table cloths, display boards and facilitate checkout of these items by other departments.
Organize assignments and work to meet deadlines.
Create visual documents utilizing personal computer
presentation software for presentations and special reports as assigned.
Schedule meetings as necessary and indicated by supervisor including mailing meeting agenda notices and any necessary informational materials required by the meeting
participants.
Record, type, and distribute minutes and prepare materials for meetings as scheduled.
Plan and follow through on internal workshops and retreats, including room reservations and meals.
Arrange for attendance by department staff at external
workshops/seminars/conferences.
Maintain an understanding of operational definitions for
Strategic Planning and Public Relations and develop and
update specific process documentation for position.
Assist in updating fliers, brochures and other materials as needed.
T. Assist in the development of the Annual Report and other publications by collecting content from appropriate personnel, composing and proofing the document, and distributing the printed materials.
(PEOPLE)
A. Supervise volunteers and interns, assigning projects and assuring completion of work.
B. Provide administrative support to the Director of Strategic Planning and Marketing, and others in the department.
C. Interact and communicate with co-workers, patients and other individuals in a respectful, courteous, friendly and compassionate manner in accordance with Madonna's mission to ensure quality service delivery.
D. Take instruction from supervisor to perform other functions as assigned in order to achieve the goals of the department.
(THINGS)
A. Operates telephone to access incoming calls as well as placing outgoing calls.
B. Operates computer with Microsoft Office and Adobe design software in a Windows environment to compile and process data and develop marketing-pr materials.
C. Maintains and assures a safe environment for the department.
Handles and operates all necessary equipment and performs required duties according to established safety standards to maintain compliance with regulations and prevent injury.
III. PHYSICAL DEMANDS AND ENVIRONMENTAL CONDITIONS
Must have a positive, pleasant, outgoing demeanor and be able to present the facility and its services in a professional manner.
Must constantly demonstrate a dedication to addressing consumer needs and must be able to differentiate those needs among diverse consumer groups. Must be high energy, able to multi-task, work with many departments and groups and be adaptive and flexible.
Must be able to communicate verbally and in writing in a clear, articulate and professional manner.
Performs semi-active work - lifting 10-35 pounds occasionally, walking to distribute materials. Some lifting, climbing and balancing to reach supplies stored on high shelves. Some stooping and crouching to do filing. Frequent reaching, handling various documents.
IV. QUALIFICATIONS (Education/training and/or Experience)
High school equivalency with a minimum of two years post-high school education, preferably in a field involving administrative support, marketing or public relations. Two years related work experience. Additional education may substitute for work experience. Must have a working knowledge of personal computers, word processing, design software, database management, and spreadsheet software. Must have excellent organizational skills with the ability to problem solve. Must be able to work in demanding situations without adverse reaction and interact in a positive manner with staff and public, either in person or by telephone.
Signature
Title
Date
Revised 05/21/13