Marketing & Communications Coordinator

Purpose of Position

This position supports the needs and activities of the Marketing and Communications team. Responsibilities include but are not limited to digital communications, marketing communications and media support, and administrative/operational support.

Key Responsibilities and Essential Functions

Marketing Communications Support

• Provide support for special events, including supporting vendor bookings and management, various event research needs, maintaining RSVP lists, preparing supplies, and supporting internal meetings and communications.
• Manage media list and track all media mentions.
• Coordinate speaker activities, as needed, including identifying, training and scheduling speakers as requested.
• Manage our success story photo/video shoot and success story database for staff.
• Provide logistical support for special events, including maintaining RSVP lists, preparing supplies, supporting vendors management and supporting internal communications.
• Serve as organization photographer, as needed, and/or support a professional photographer hired for special events or marketing shoots.
• Perform research, as needed, to inform marketing and communications strategies, tactics and KPIs.

Digital Communications

• Coordinate the development and distribution of the biweekly internal email, Monday Message.
• Coordinate the distribution of marketing emails and invites, including timeline management, marketing list set-up and facilitation, data review, template-building and content approvals across departments.
• Serve as internal trainer for the creation and use of marketing lists in the CRM platforms, Stratus Live and Dot Digital.
• Support digital marketing specialist with social media and website needs, as needed.

Operational Support

• Facilitate requests, manage preparation and maintain inventory of marketing collateral, promotional items and other brand materials.
• Maintain marketing team storage areas.
• Organize and appropriately store physical and digital files, including logos, photos, videos and other marketing materials.
• Schedule and send meeting notices, maintain department meetings calendar, prepare meeting rooms, take/transcribe minutes and provide day-of support, etc.
• Maintain office supplies inventory, including monitoring supply level, anticipating needed supplies, evaluating new office products, placing and expediting orders for supplies, and verifying receipt of supplies.
• Request and manage outside-vendor estimates and invoice processing.
• Manage requisition process for department credit card(s).
• Assist in recruiting and supervising interns assigned to marketing.
• As capacity allows, fill in for the Front Desk in answering calls from the public when regularly assigned team members are out of office.
• Perform other such duties as may be assigned by the supervisory team.

These job responsibilities are to be the main emphasis of this position. As with every job at United Way, it is not possible to define jobs precisely.  Should the need exist, every person in the organization will assist in any way necessary to assure an efficient and cooperative environment. 

Role Experience/Qualifications Required

• Undergraduate degree preferred or a minimum of two years marketing support experience in an agency, nonprofit or corporate environment.
• Excellent communication skills, both oral and written, with knowledge of AP Style preferred.
• High level of attention to detail.
• Must be solution-orientated and able to solve problems quickly and effectively.
• Demonstrated organizational and time management skills/abilities (i.e., having to establish, manage and meet deadlines).
• Significant, well-rounded experience in project management and administrative functions.
• Relationship builder with the flexibility to manage multiple internal clients and external audiences.
• Self-starter with a sense of urgency, able to work independently.
• Advanced skills in Microsoft Office, i.e., Teams, Outlook, Word, Excel, PowerPoint, and in video conferencing tools.
• Knowledge of graphic design, photo-editing, Adobe Creative Suite software, website content management and email marketing tools preferred.

General Requirements

• Strong customer service skills; ability to establish excellent rapport with co-workers, general public, volunteers and donors.
• Curiosity, desire to learn and passionate about building a stronger community.
• Ability to embrace change and create process and order in the midst of it.
• Possess a motivation to help people, a non-judgmental attitude, excellent interpersonal skills, and an ability to empathize.
• Demonstrated proficiency in the use of computer equipment, phones, various software programs and resource file Ability to work effectively under stress and maintain productivity and composure under pressure.
• Comfortable working in a fast-paced environment.
• Ability to use good judgment and assessment techniques.
• Effectively prioritizes work and establishes clear goals in coordination with supervisor.
• Ability to work evenings and weekend days, as needed, for marketing events, and flexibility to work variable shifts within a hybrid, remote environment.
• Ability to perform overtime work, as assigned (but is rare).
• Ability to pass a background check.
• Must pass pre-employment drug screening
• Staff members who drive a vehicle on United Way business must provide proof of a valid driver’s license and current automobile insurance.
• Keep all activities in line with the core values and contribute to the positive culture of United Way of Northeast Florida.
• Actively participate in the broader organizational activities and be a brand steward within the community, outside agencies and/or programs to enhance United Way services to the community.

General Physical Requirements for Essential Functions of the Job

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job the employee is regularly required to sit, stand, walk, talk, carry, lift, speak and/or hear. Continual use of the hands with wrist and finger movement using a keyboard is required. Specific vision abilities required by this job include long hours viewing a computer monitor screen. The employee may occasionally travel using personal vehicle and/or work outside normal office environment.

This description is not designed to contain a comprehensive inventory of all responsibilities and qualifications required of all team members assigned to this position. It is intended only to describe the key elements relative to each section. Also, duties and/or requirements of this position may be modified, added or deleted at any time. This supersedes all descriptions previously written for the same position. Unique equivalent skills and experience may possibly substitute for required position requirements.

Additional Information

The attributes listed above represent our current thinking for the role. You can be a great candidate even if you don't fit everything we've described. You can also have important skills we haven't thought of. If that's you - even if you’re on the fence - we encourage you to apply and tell us about yourself! Unique equivalent skills and experience may possibly substitute for required position requirements.

We have built an environment that celebrates the differences in backgrounds and experiences.

United Way of Northeast Florida is an Equal Opportunity Employer and a Drug Free Work Environment.

United Way of Northeast Florida reserves the right to adjust work location.