Communications and Marketing Coordinator

JOB ASSIGNMENT:  This full-time position follows a regular Monday through Friday (37.5 hours per week) work schedule with the opportunity to allow a hybrid work schedule consisting of three (3) days in-office work at the Center for Schools and Communities office located in Camp Hill, PA location and two (2) days telework from home and/or approved off-site locations.  In addition, face-to-face interaction with clients, meetings and trainings may be required on days deemed as teleworking days.  Certain requirements, based upon CSIU telework policy and administrative regulations, must be met.  The CSIU has the right to cancel or suspend the employee teleworking privileges at any time, for any or no reason due to the requirement of the CSIU and client needs.

ORGANIZATIONAL RELATIONSHIP: The Communications and Marketing Coordinator reports directly to the Communications Manager of the Center for Schools and Communities (CSC) and, in their absence, to the Chief Programs Officer.

JOB DEFINITION: The Communications and Marketing Coordinator has primary responsibility for promoting CSC initiatives through event communications, digital marketing, and production of print and online materials. This position serves as the lead for creating and maintaining event websites and registration portals in CSC’s event management platform, drafting and distributing event-related communications, and coordinating collateral such as signage, badges, and handouts. The Communications and Marketing Coordinator also assists with marketing efforts in CSC’s Customer Relations Management (CRM) system, including email campaigns and social media support, to promote events and initiatives. Additional responsibilities include contributing to a variety of communications tasks, such as photography, PowerPoint design, and providing backup support for virtual events. Center for Schools and Communities is located in Camp Hill, Pennsylvania. For more information, visit www.centerforschoolsandcommunities.org.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Event Website and Registration Management

• Serve as the primary lead for developing and maintaining event registration websites in event management software such as PheedLoop, including layout, navigation, and content creation.
• Create and manage customized registration forms for presenters, exhibitors, and sponsors.
• Draft and schedule event-related communications, including confirmation emails, reminders, and updates to registrants and stakeholders.
• Coordinate with internal teams to ensure accurate and up-to-date information on event websites.
• Track and manage deadlines and tasks for multiple concurrent events (up to 10 at a time), using tools such as task spreadsheets or other organizational systems
• Troubleshoot registration and website issues and support internal teams as needed.

Task Management

• Develop processes for web and print project development and execute set procedures. for web and print project development.
• Manage multiple events and deadlines simultaneously, with minimal supervision.
• Coordinate with initiative staff to ensure timely delivery of event-related communications and materials.
• Maintain awareness of project timelines and follow up on assigned responsibilities to ensure deadlines are met.
• Adapt quickly to shifting priorities across concurrent events.
• Submit progress reports to initiative staff outlining project status, delays, or concerns.
• Attend cross-systems, special meetings, task force meetings, and project meetings to ensure deliverables are discussed and realistic expectations are set for completed work.

Print Web Resource

• Perform reviews, proofreading, and editing processes for print, online, digital, and web communications, including but not limited to quality and consistency overall look across CSC initiatives, identification of politically sensitive, out-of-date, or other questionable information.
• Perform quality assurance on content, ensure accessibility, and prepare documents for online/digital use.
• Create and optimize Microsoft PowerPoint presentations — branding, readability, accessibility.
• Serve as a contact with print, merchandise, and translation vendors and assist with vendor selection and costing initiatives.
• Develop working knowledge in WCAG 2.1 and Section 508 for resources.
• Create Microsoft Office (Word, Excel, PowerPoint, Outlook) and Adobe PDF-compliant documents/templates for electronic use.
• Assist/provide steps to staff for creating compliant Microsoft Office and Adobe PDF documents 
• Design/create forms for internal/external use, electronic fill-in, and online forms using Customer Relationship Management (CRM) software (such as Hubspot), Google, Microsoft Office, Adobe Creative Suite, and Adobe PDF products.
• Design certificates for internal/external use.
• Create targeted audience lists using CSC’s CRM.
• Create and disseminate email blasts using CSC’s CRM, including campaign management.
• Post social media content using CSC’s CRM.
• Develop working knowledge in Adobe Creative Suite (InDesign, Photoshop, Illustrator).

Web Development

• Create webpages and conduct web updates for CSC and its initiatives websites.
• Research and implement best practices for websites — including but not limited to UX, accessibility.
• Conduct quality assurance and implement or recommend changes to CSC staff to optimize websites — including but not limited to UX, accessibility.
• Implement best practices, options for optimizing new websites, and the flow of website content.
• Create content kits for web developers.
• Develop working knowledge in WCAG/Section 508 for web.

Web-based Training

• Perform scheduling and execution of web-based training platforms — including but not limited to Webinar, Go to Meeting, Zoom.
• Perform technical moderator responsibilities for online meetings and training.

Photography

• Coordinate and secure photo release approvals for all communications activities. 
• Function as CSC’s professional photographer — including but not limited to events, headshots. If requested, function as CSIU’s professional photographer.
• Process images as well as create image files (Photoshop, Lightroom) for print resources and web.

Media Support

• Update and maintain press contact lists as needed.
• Distribute media advisories and news releases as directed.
• Conduct follow-up calls with media outlets and manage incoming media inquiries when assigned.

NON-ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Support and help advance the overall strategic plan of the CSC.
• Perform other duties as assigned by the immediate supervisor or designee.

PROFESSIONAL DEVELOPMENT REQUIREMENTS:

• Maintain proficiency in the use of appropriate technology to carry out assigned duties efficiently.
• Research and implement new technology as needed.
• Continuously refresh, expand, and obtain knowledge of various software and technical assistance, advancing the capabilities of the distribution of information.
• Attend trainings as available to remain current in the field.

EDUCATION, EXPERIENCE, AND SKILLS REQUIRED:

• Bachelor’s degree in marketing, communications, or related field and a minimum of five (5) years of progressively responsible related full-time experience is preferred. Minimally, an Associate’s degree in marketing, communications, or a related field and a minimum of eight (8) years of progressively responsible related full-time experience may be considered.
• Knowledge of fundamental business etiquette, customer service, and processes relating to government funding and nonprofit organizations.
• Ability to assess situations as they occur, identify and analyze possible solutions, and make informed decisions that further the organization’s goals that are in accordance with CSC guidelines and CSIU policy.
• Excellent organizational and time management skills to prioritize tasks based on project deadlines. Must be able to multitask and maintain a high level of productivity with the ability to complete complex projects in an efficient and effective manner.
• Exceptionally detail-oriented, with a high commitment to the quality of the finished product.
• Ability to use discretion and maintain confidentiality.
• Analytical thinking skills and sound decision-making ability.
• Ability to accept critiqued feedback and incorporate feedback into work.
• Proficiency in Microsoft Office (Word, Outlook, Excel, PowerPoint, artificial intelligence, as well as proficiency in Adobe Creative Suite (InDesign, Photoshop, Illustrator) and Lightroom.
• Adept at using virtual meeting platforms such as Skype, Zoom, and Microsoft Teams.
• Experience with CRM and event management software such as Hubspot and Pheedloop.
• General understanding of computer hardware, system software, and related technology, including scanners and digital cameras.
• Excellent interpersonal, diplomacy, and conflict management/resolution skills.
• Excellent verbal and written communication skills with the ability to communicate and work effectively with colleagues, co-workers, community agency personnel, and students/trainees.
• Ability to develop and maintain positive relationships with colleagues and clients, both internal and external.
• Requires the ability to develop and maintain positive and collaborative relationships using tact and diplomacy and to remain calm in unpredictable situations.
• Ability to work independently and as a team member.

ADDITIONAL ELIGIBILITY QUALIFICATIONS:

• Current, approved Act 34 (PA State Police), Act 151 (PA Child Abuse Registry), and Act 114-FBI Fingerprint clearances are required and must be renewed at appropriate, specific intervals pursuant to Act 153 of 2014 (revised Act 15 of 2015).
• Current/approved Act 126 Mandated Reporter Training certificate showing completion of a minimum of three hours of training every five (5) years.

PHYSICAL REQUIREMENTS:

• Sedentary - able to sit for extended periods of time, occasional walking, standing (as necessary), and able to lift and carry up to 25 pounds.
• Dexterity - finger movements (computer keyboard, calculator), eye-hand coordination (office equipment, etc.).
• Audio-visual - within normal range with or without correction.
• Is able to move throughout all buildings, floors, and grounds.
• Worksite environment — primarily indoors, office setting with occasional exposure to outdoor elements/climate during the day.
• Mental demands — steady response to unpredictable situations, ability to remain calm and productive during stressful situations. Demonstrates independent judgment, discretion, and is able to manage multiple projects and deadlines.
• The ability to work in a constant state of alertness and a safe manner.
• Ability to travel to various work site locations and meetings as needed.

TIME AND SITE REQUIREMENTS:

• This is a full-time exempt position following a 12-month, 260-day schedule.
• Attendance at work is a requirement of this position; any and all absences must be approved by the immediate supervisor
• Statewide travel for conferences and meetings, which could include overnight travel.

CSIU PROPERTY AND CONFIDENTIALITY REQUIREMENTS:

1. All property, including intellectual property, materials, equipment, or actual products and services developed or accrued as part of the job duties and responsibilities listed above, is the property of the CSIU. It may not be used for personal profit or gain and will be relinquished to the CSIU upon termination of employment from the CSIU.  
2. The person employed in this position shall maintain confidentiality with regard to the personal and private information about clients and coworkers, programs and services, and any other proprietary information accrued as a result of CSIU employment or as required by state or federal laws and regulations.
3. The person employed in this position must adhere to all requirements identified in the code of professionalism entitled "Ambassadors Are Professionals, Too" and CSIU Administrative Regulation 317-AR-1 CSIU Service Standards.

The position holder must be able to perform the essential job functions with or without reasonable accommodation. It is the responsibility of the employee to inform their supervisor and the director of Human Resources of the need for any accommodation that may be required.

Employee and supervisor signatures indicate receipt of the job description.  This document is not an employee contract, nor does it imply a guarantee of continued employment in this position.