Operations Coordinator

Tufts Health Plan - Watertown, MA3.9

Full-timeEstimated: $40,000 - $57,000 a year
EducationSkills
JOB SUMMARY:
As part of the Marketing team, the coordinator will partner with specialists and program managers to provide operational support for various projects and ensure Marketing functions adhere to required processes, timelines, and service-level agreements. The coordinator's responsibilities will include tracking expenses, monitoring inventory, and managing fulfillment related to member communications, such as contractually required mailings for all Public Plans products. The coordinator will support key partnerships with internal Purchasing and Procurement, internal Member Services, external vendors, and other stakeholders as needed.

KEY RESPONSIBILITIES/ESSENTIAL FUNCTIONS* (in order of importance)
  • Support ongoing operations activities pertaining to member mailings, external printing, fulfillment, and inventory, and external spending
  • Ensure the correct and consistent submission of all Marketing purchase requests and payment requests (i.e., purchase orders and invoices) in strict adherence to company and department process
  • Track and monitor all external spending, ensuring that department records are up-to-date, expenses are applied to appropriate accounts, activity is adherent to approval process, and spending is within approved budget amounts
  • Work with department management to deliver budget and forecasting reports
  • Work with external vendors on ongoing project management and requirements, invoicing, and process improvement, as needed
  • Regularly reconcile departmental expense tracker against Accounting records and coordinate with Accounts Payable regarding any expenses requiring reclassification
  • Support team members in ongoing process improvements, cost reductions, and increasing of efficiencies
  • Maintain good working knowledge of service-level agreements as required in government contracts
  • Maintain good working knowledge of government contracts, regulations, compliance parameters, legal and quality rules that govern marketing and outreach initiatives
  • Provide outstanding customer service to internal and external 'customers' and partners
JOB QUALIFICATIONS: KNOWLEDGE/SKILLS/ABILITIES

EDUCATION: (Minimum education & certifications required)
  • Bachelor's degree in business, communications, or marketing
EXPERIENCE: (Years of experience)
  • 2 - 3 years of experience working in a marketing or communications field
  • Health care experience preferred
SKILL REQUIREMENTS: (Include interpersonal skills)
  • Fluently writes and speaks English
  • Excellent written and oral communication skills; project-management skills; organizational and time-management skills; vendor management, and interpersonal skills required
  • Must be detail-oriented, process-oriented, poised and composed under pressure, and must be able to deliver on time-sensitive requests
  • Should have solid analytical skills
  • Must have experience scheduling and managing multiple projects
  • Must be able to engage effectively with management and external vendors
  • Ability to do basic formatting and layout a plus
WORKING CONDITIONS AND ADDITIONAL REQUIREMENTS: (include special requirements, e.g., lifting, travel, overtime)
  • Performs multiple tasks in a changing environment
CONFIDENTIAL DATA: All information (written, verbal, electronic, etc.) that an employee encounters while working at Tufts Health Plan is considered confidential. Exposed to and required to deal with highly confidential and sensitive material and must adhere to corporate compliance policy, department guidelines/policies and all applicable laws and regulations at all times.