POSITION Community Relations and Marketing Coordinator
DEPARTMENT Community Relations and Marketing
REPORTS TO Director, Community Relations and Marketing
SUMMARY
Position responsibilities include the following: provides business and operational expertise to the
department; coordinates and assists with departmental administrative functions; oversees
administrative staff; manages all aspects of major projects assigned undertaken by the
department; and serves as frontline contact for department with internal and external
stakeholders, including the media and key community leaders.
DUTIES AND RESPONSIBILITIES
Data Collection and Analysis
Coordinates Gallup survey downloads and distributions.
Assists in gathering and analyzing marketing data to establish trends and needs.
Works with IT specialists to develop and maintain large marketing/community databases.
Media Relations
Assists with responses to patient status inquiries.
Escorts media during the taping/interviewing for stories.
Responds to a variety of media requests for information.
Assists other department staff with media issues as needed.
Provides media support when hospital codes or the mass casualty plan is called; same
with drills and training exercise.
Provides logistical support for media events (e.g., training, tours, press conferences).
Assists with the distribution of press materials (e.g., backgrounder kits, press releases
and advisories).
Maintains the media-tracking notebook.
Collateral Materials
Coordinates the development of community relations and marketing materials (e.g., work
with other departments, administration, graphic designers, writers/editors and printers).
Provides interface with advertising agency in development of materials.
Creates basic products, such as forms, flyers, reports, and presentations using computer
software.
Works with volunteers and mailing staff to assemble and distribute collateral materials.
Maintains stocks and orders promo products to support departmental and hospital
marketing initiatives.
Financial Administration
Completes check requests, travel requests and reimbursements, purchase orders, and all
other financially related forms and processes.
Tracks (by computer) and maintains the departmental budget by project and overall
budget through the corporate accounting system.
Acts as liaison to the community action committee to provide the community with
financial and material donations and sponsorships.
Coordinates hospital sponsorship of events and requests for support (e.g., golf
tournaments, dinners, auctions and fun runs).
Sets up contracts, and places and tracks orders with vendors.
Hospital Representative
Serves as the department’s “frontline” for community, vendor, physician and media
inquiries; therefore, must posses extremely good judgment and tact in handling routine
and unexpected interactions in order to represent the hospital in the best light and
provide excellent customer service.
Knowledgeable of basic hospital and departmental information.
Able to serve as an advocate for the hospital and its programs.
Able to maintain confidentiality in the presence of open access to complex and sensitive
issues, particularly with direct interaction with administration.
Assists with resolving customer service issues from around the facility.
Serves the hospital as a clearinghouse to help address nonclinical issues and needs.
Personally maintains and contributes to a professional and ethical work environment.
Special Projects
Serves as lead for designated hospital-sponsored community fairs and events, including
working with local nonprofits, vendors, hospital departments, physician offices and the
media.
Provides assistance to other departmental staff and other departments for special events
and projects.
Departmental Operations
Provides administrative support, in coordination with other personnel (e.g., interns,
temps and volunteers), to the department.
Sets up and oversees departmental filing system.
Serves as occasional backup for administration’s front office coverage.
Participates in candidate screening for new hires.
Coordinates departmental schedule and sets up meetings.
Develops forms and processes to organize and run the department.
Writes general departmental products (e.g., memos, letters, emails, announcements and
press releases).
Contributes knowledge of business management practices to the development of
departmental and hospital budgets, schedules, plans and projects.
QUALIFICATIONS
This position requires a bachelor’s degree or three to five years of public relations,
communications, business and/or marketing experience. On-the-job training is provided with
specifics of the position to be learned within the first six weeks on the job or as annual events
occur. Business and event planning skills preferred. Must be people-oriented and outgoing. Must
understand the region and the community’s issues and must have a patient-oriented, customer
service focus.