Marketing Project Coordinator

FLSA: Hourly (Non-Exempt)

Anticipated Hiring Range: $31.25 - $36.06/hr.

Direct Supervisor: Associate Director of Marketing, Communication & Design

The Marketing Project Coordinator coordinates the operational workflow of the Marketing, Communication & Design (MCD) department by coordinating project intake, timelines, and production logistics across marketing campaigns and communications initiatives.

Reporting to the Associate Director of Marketing, Communication & Design, this role ensures projects move efficiently through the department by organizing requests, tracking deliverables, maintaining timelines, and coordinating operational processes between ASI departments and the MCD team.

The Marketing Project Coordinator coordinates project timelines, production schedules, and workflow processes with MCD's creative leads - the Design & Production Manager, Digital & Social Media Manager, and Communications Coordinator - to support the successful execution of marketing campaigns, communications projects, promotional production, and workflow operations.

This role is responsible for monitoring workflow progress, identifying project delays or operational challenges, and communicating status updates and workflow concerns to department leadership.

• Coordinate incoming marketing and communications requests and route projects to appropriate department leads for review and direction.
• Review requests and coordinate with the Associate Director to determine project scope, priorities, and timelines.
• Organize projects and tasks within the department's project management platform (Basecamp).
• Track project timelines based on timelines, deadlines, and deliverables across multiple campaigns and initiatives.
• Coordinate project kickoff meetings for major campaigns and initiatives.
• Monitor project timelines and follow up with departments and stakeholders to ensure timely submission of materials, approvals, and deliverables.
• Identify workflow bottlenecks, missed deadlines, or approval delays and communicate issues to the Associate Director and department leads.
• Maintain project status tracking and provide regular workflow updates to department leadership regarding project progress, priorities, and operational needs.
• Follow up with departments and stakeholders to ensure timely submission of materials, approvals, and deliverables.

• Coordinate multi-channel marketing campaigns across design, digital media, and communications areas.
• Track campaign deliverables to ensure timelines and handoffs remain on schedule.
• Maintain campaign timelines and production schedules.
• Coordinate workflow communication across MCD functional areas to support timely project completion.
• Escalate production delays, scheduling conflicts, or workflow issues to department leadership as needed to support timely project completion.

• Serve as an operational liaison between ASI department and MCD regarding project timelines, approvals, deliverables, and communication needs.
• Gather project details and ensure marketing requests include required information for production and implementation.
• Coordinate project approvals, updates, and workflow communication between departments and MCD.
• Follow up with departments and project stakeholders regarding outstanding approvals, missing materials, or delayed responses impacting project timelines.

Working with the Design & Production Manager and student staff, the Marketing Project Coordinator will:

• Coordinate the ordering and production of promotional materials and printed items.
• Facilitate vendor communication to gather quotes and production specifications, and delivery timelines.
• Coordinate order placement, delivery schedules, and distribution timelines.

• Gather vendor quotes and production estimates for marketing materials and promotional items.
• Prepare purchasing documentation and coordinate submission of purchase requests as needed.
• Track orders and maintain documentation related to marketing purchases.
• Coordinate invoice documentation and provide purchasing information to the Associate Director for approval and finance processing.

• Work closely with MCD department leads to coordinate project intake, workflow communication, production timelines, and operational support for marketing campaigns and communications projects.
• Monitor project workflows and identify operational inefficiencies, communication gaps, scheduling conflicts, or recurring production challenges.
• Provide workflow status updates and operational recommendations to department leadership to support efficient project delivery and departmental effectiveness.
• Support the development and maintenance of workflow standards, tracking systems, and project coordination procedures across the department.
• Assess workflow efficiency, project turnaround times, and…