The Project and Marketing Coordinator provides operational, project management, communications, and administrative leadership support for the Child Services department. This position serves as a central resource for coordinating strategic initiatives, managing departmental projects, developing marketing and communication materials, supporting child and family recruitment efforts, overseeing procurement activities, and guiding the administrative support team. Working closely with Child Services leadership, the Project and Marketing Coordinator helps ensure departmental priorities are effectively planned, communicated, implemented, and monitored. The position requires a strong understanding of Child Services operations, program goals, governance requirements, and organizational priorities to support informed decision-making and successful execution of department objectives. This role participates in departmental planning efforts, supports governance and leadership activities, manages cross-functional projects, and serves as a key liaison among internal teams, external partners, and community stakeholders.
Key Responsibilities:
- Lead and coordinate department-wide projects, special initiatives, and operational priorities from planning through implementation.
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Develop project plans, timelines, milestones, and tracking systems to ensure successful completion of departmental goals.
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Monitor and report project status, risks, and outcomes to Child Services leadership.
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Facilitate collaboration among departments, program teams, and stakeholders to achieve project objectives.
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Support implementation of strategic plans, continuous improvement initiatives, and departmental goals.
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Conduct research, gather data, and prepare reports to support leadership decision-making.
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Close and regular collaboration with the Communications Department on marketing outreach, graphics and other communications pieces.
Marketing, Communications, and Family Recruitment Support
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Develop, coordinate, and oversee marketing materials for departmental initiatives, community outreach efforts, enrollment campaigns, special events, and family engagement activities.
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Collaborate with Child Services leadership to support child and family recruitment efforts for studios and program locations through targeted outreach strategies and promotional campaigns.
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Collaborate with subject matter experts and department leaders to create engaging e-learning modules, job aids, videos, assessments, and instructional materials.
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Design and coordinate communication materials including newsletters, presentations, brochures, flyers, digital content, and informational resources.
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Ensure all communications align with organizational branding standards and program objectives.
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Coordinate communication plans for major initiatives, events, and stakeholder engagement activities.
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Support Child Services technology systems by providing reporting, analysis, and operational support to the Executive Director and leadership team.
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Assist with planning and promotion of enrollment events, community engagement activities, and public awareness campaigns.
Procurement and Resource Coordination
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Coordinate procurement activities and purchasing needs for Child Services programs and departments.
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Obtain quotes, track purchase requests, and facilitate procurement processes in accordance with organizational policies.
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Track and maintain accurate inventory records for ordered supplies, goods, and services to ensure budget utilization and grant expenditures remain on track and aligned with funding requirements.
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Collaborate with Finance, Facilities, and Operations departments to ensure timely acquisition of goods and services.
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Maintain procurement records, monitor purchasing timelines, and support contract administration activities as assigned.
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Assist leadership in identifying resource needs and coordinating operational support.
Administrative Team Leadership and Coordination
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Provide guidance, direction, and support to administrative support staff across the Child Services department.
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Help establish consistent administrative processes, workflows, and documentation practices.
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Coordinate administrative assignments and support effective workload distribution.
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Promote collaboration, communication, and continuous improvement among administrative team members.
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Assist with onboarding, training, and professional development activities for administrative personnel.
Governance and Executive Support
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Support governance, compliance, and leadership activities by coordinating reports, presentations, agendas, meeting materials, and supporting documentation.
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Assist in preparing materials for leadership meetings, Policy Council, Board committees, advisory groups, and other governance functions.
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Track action items, follow-up activities, and departmental commitments resulting from leadership and governance meetings.
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Support leadership in preparing strategic updates, performance reports, and operational summaries.
Operational Support and Strategic Planning
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Maintain comprehensive knowledge of Child Services programs, operations, initiatives, and organizational priorities.
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Participate in departmental planning sessions, strategic discussions, and organizational initiatives.
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Identify opportunities to improve operational effectiveness, communication, and service delivery.
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Serve as a resource for leadership regarding departmental processes, projects, and administrative operations.
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Build and maintain positive working relationships with internal and external stakeholders.
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Perform other duties as assigned (including cross departmental Child Services, Communications & Events).
