Job Summary:
Reports to the director of Marketing & Communications and serves in a support role as office manager and project manager for the department. Duties include but are not limited to the following:
- Answers Marketing telephone calls and emails from internal and external customers/clients and directs them to relevant staff.
- Monitors office supplies, furniture, appliances, electronics and storeroom inventory.
- Assigns Project Requests to appropriate staff, produces Project Management reports and tracking, updates Project Management application and provides tutorials to staff as needed, communicates for project owners regarding deadlines and ensures project owners have information needed from clients/customers (both internally and externally).
- Processes and tracks requests for Purchase Orders and ensures timely payment of invoices.
- Manages sponsorship requests, tracking and reports.
- Reviews and maintains departmental document control log.
- Acts as external Spirit of Women liasion and customer service representative for phone line and email address.
- Provides operational support for Spirit of Women program, including but not limited to: updating and upkeep of membership database, distribution of materials internally and externally, support for newsletter creation and mass email distribution, collateral updates and orders.
- Manages Forrest Health “Contact Us” forms including receipt, response, and follow-up. Distributes to appropriate hospital or clinic staff as needed. Provides technical support as needed.
- Provides other support services for the department such as timekeeper duties, appointment scheduling, updating the hospital calendar, and other duties as assigned by the director.
Performance Expectations:
- Consistently communicates in a friendly, courteous and compassionate manner in all interactions with patients, families, visitors, and employees while achieving exceptional sustained quality patient care, satisfaction, and loyalty.
- Works and collaborates effectively with peers, other departments and customers in obtaining information and achieving departmental goals.
- Adheres to budgetary constraints while handling departmental operations.
- Performs all duties in a timely and consistent manner with few mistakes.
- Ensures timely payment processing of invoices.
- Ensures accurate membership database, and works to increase membership while improving efficiencies in operational processes.
- Demonstrates ability to communicate, plan and organize tasks associated with marketing and Spirit of Women events/activities as necessary to meet deadlines and promote events.
- Assigns projects via the project management database and generates reports in an accurate and timely manner.
- Works effectively and efficiently on computer platforms.
- Works proactively to respond to and resolve issues.
Qualifications:
Education/Skills
High school diploma or equivalent required. Must be proficient in Microsoft Office Word and Excel. Must possess excellent organizational skills and initiative. Experience with project management systems preferred but not required.
Work Experience:
Three or more years of clerical work experience required.
Mental Demands:
Ability to perform repetitive tasks, cooperate with others, work independently and demonstrate initiative. Must have excellent communication skills and ability to problem solve. Must be able to work in a fast-paced environment, juggling multiple tasks and consistently meeting deadlines. Must be organized and detailed oriented and treat all customers, internal and external, with courtesy and respect.
