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Beth Israel Deaconess Medical Center Marketing Operations Coordinator in Boston, Massachusetts

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Marketing Operations Coordinator

Department Description:This role is providing support on the Beth Israel Lahey Health Marketing and Communications team.

Job Location:Boston, MA

Req ID:40490BR

Job Summary:Reporting to the Manager, Marketing Operations, responsible for coordinating operational processes to optimize the throughput and efficiency of Beth Israel Lahey Health's Marketing & Communications Department. Provide direct support to and coordinate activities of all members of the Marketing & Communications department. Plays an integral role in ensuring that the department works effectively in a highly matrixed organization structure in which multiple groups of subject matter experts collaborate across functional areas, tracking projects and priorities, to complete campaigns and initiatives on-time and on-budget. This role is pivotal to building and fostering a strong departmental culture and supporting the team's efforts to increase volume, enhance communications and advance BILH's reputation. Working closely with the Manager, Marketing Operations, this individual will help analyze, engineer, implement, document and streamline department processes, make suggestions, research and onboard staff in the use of MarTech tools.

Essential Responsibilities:

  • Guide the department in getting the most out of its MarTech stack and maximize the impact of our advertising strategy and programs by recommending and building process changes for technology and/or capability adoption. Work across internal teams on implementation, adoption, and ongoing optimization of tool roll out.

  • Help drive and enhance project management and operational excellence for BILH Marketing & Communications by assisting in defining the scope and schedules for multiple projects while focusing on collaboration to achieve continual and timely delivery of value.

  • Maintain and monitor project activities and document and follow up on important actions and decisions. Identify improvement opportunities and implement approaches to solve issues and help deliver successful.

  • Architect enhancements and maintain digital asset management system as a searchable repository for all materials created by the department, including advertisements, collateral, press releases, internal communications, logos, consent forms, and custom artwork.

  • Implement and develop additional project management processes to increase departmental collaboration and efficiency through project management software and available tools.

  • Interface with third-party vendors to maximize operational usage of software tools and environments. Work with team members to develop, document and build a comprehensive series of workflow processes and automations to ensure departmental efficiency. This requires a deep understanding of intricate details and best practices for all aspects of healthcare marketing and communications.

  • Lead training and support specific to operational enhancements, workflow improvements, systems and/or technology updates implemented.

  • Work collaboratively with colleagues in Communications, Clinical Marketing, Branding & Consumer Engagement; and Digital Marketing & Intelligence to ensure alignment across project assignments and deliverables by organizing project status reports and working meetings as well as appropriate follow ups.

  • Assist with modifying plans, schedules and assignments as necessary throughout projects to respond to changing requirements and business conditions.

  • Measure operational throughput, develop reports, analyze data and continuously update and implement changes for ongoing improvement. Assist in streamlining administrative functions of the department, including contractual and financial workflows.

Required Qualifications:

  • Bachelor's degree required.

  • 3-5 years related work experience required.

  • 3 - 4 years┬┐ relevant experience in marketing organizations.

  • Background in marketing technology and project management.

  • Advanced skills with Microsoft applications which may include Outlook, Word, Excel, PowerPoint or Access and other web-based applications. May produce complex documents, perform analysis and maintain databases.


  • Decision Making:Ability to make decisions that are guided by general instructions and practices requiring some interpretation. May make recommendations for solving problems of moderate complexity and importance.

  • Problem Solving:Ability to address problems that are varied, requiring analysis or interpretation of the situation using direct observation, knowledge and skills based on general precedents.

  • Independence of Action:Ability to follow precedents and procedures. May set priorities and organize work within general guidelines. Seeks assistance when confronted with difficult and/or unpredictable situations. Work progress is monitored by supervisor/manager.

  • Written Communications:Ability to communicate clearly and effectively in written English with internal and external customers.

  • Oral Communications:Ability to comprehend and converse in English to communicate effectively with medical center staff, patients, families and external customers.

  • Knowledge:Ability to demonstrate full working knowledge of standard concepts, practices, procedures and policies with the ability to use them in varied situations.

  • Team Work:Ability to work collaboratively in small teams to improve the operations of immediate work group by offering ideas, identifying issues, and respecting team members.

  • Customer Service:Ability to provide a high level of customer service to patients, visitors, staff and external customers in a professional, service-oriented, respectful manner using skills in active listening and problem solving. Ability to remain calm in stressful situations.

Physical Nature of the Job:

Sedentary work: Exerting up to 10 pounds of force occasionally in carrying, lifting, pushing, pulling objects. Sitting most of the time, with walking and standing required only occasionally