Marketing Projects Coordinator

VPI; Appleton (WI); On-site; USD 42,000 - 65,000; Full time

Job summary

VARC is seeking a Marketing and Communications Coordinator to support internal departments with marketing requests, coordinate campaigns, events, and communications, and maintain the systems that track calendars, assets, and sponsorships. The role involves collaboration with internal teams, vendors, and community partners to ensure timely, accurate material delivery and messaging.

Responsibilities include coordinating project timelines, distributing marketing materials for programs and events,

Qualifications

• Strong organizational and time-management skills with the ability to manage multiple tasks, deadlines, calendars, and project details.
• Excellent written and verbal communication skills with staff, vendors, sponsors, contributors, community partners, and other marketing audiences.
• Strong attention to detail, discretion with sensitive information, and consistent follow-through.
• Familiarity with Microsoft 365, forms, spreadsheets, project-tracking systems, email marketing tools, social media platforms, website editing, and contact or constituent-management systems.
• Collaborative mindset and sound judgment, including the ability to follow direction, recognize when escalation is needed, and respond constructively to changing priorities.
• Associate or bachelor’s degree in marketing, communications, business, nonprofit management, or a related field preferred.
• One to three years of related experience in marketing, communications, project or event coordination, administrative coordination, or contributor stewardship preferred.

Responsibilities

• Serve as a primary point of contact for marketing requests from internal departments by gathering information, clarifying routine needs, tracking requests, and routing work to the appropriate marketing team member.
• Coordinate marketing projects from intake through completion by maintaining timelines, deliverables, approvals, and communication among internal teams, vendors, and external partners.
• Monitor project status, identify missing information or potential delays, and follow up with responsible parties to keep work moving.
• Maintain shared marketing calendars, project trackers, templates, asset libraries, photo files, and departmental documentation.
• Coordinate printing, promotional materials, vendor orders, and the delivery or pickup of completed materials.
• Support the continued improvement of marketing request forms, workflows, templates, tracking tools, and shared processes.

Skills

Organization

Communication

Attention to detail

Multitasking

Collaboration

Microsoft 365

Education

Bachelor’s degree preferred

Tools

Microsoft 365

Forms

Spreadsheets

Project tracking systems

Email marketing tools

Website editing

Job description

• Serve as a primary point of contact for marketing requests from internal departments by gathering information, clarifying routine needs, tracking requests, and routing work to the appropriate marketing team member.
• Coordinate marketing projects from intake through completion by maintaining timelines, deliverables, approvals, and communication among internal teams, vendors, and external partners.
• Monitor project status, identify missing information or potential delays, and follow up with responsible parties to keep work moving.
• Maintain shared marketing calendars, project trackers, templates, asset libraries, photo files, and departmental documentation.
• Coordinate printing, promotional materials, vendor orders, and the delivery or pickup of completed materials.
• Support the continued improvement of marketing request forms, workflows, templates, tracking tools, and shared processes.

Marketing and Communications Support

• Support campaign launches and organizational communications through scheduling, asset distribution, content coordination, and follow-up.
• Assist with social media scheduling, email campaigns, digital newsletters, website updates, and intranet content using approved messaging and established processes.
• Prepare, organize, and distribute marketing materials for programs, events, sponsorships, community engagement activities, and organizational initiatives.
• Coordinate routine communications with sponsors, contributors, community partners, and vendors regarding materials, deadlines, acknowledgments, and event logistics.
• Maintain accurate contact, campaign, sponsorship, and communication records using established systems and procedures.
• Route decisions involving relationship strategy, solicitations, financial commitments, or organizational policy to the appropriate member of leadership.

Event and Community Engagement Coordination

• Provide marketing and logistical coordination for designated organizational and community-facing events.
• Coordinate event-related timelines, promotional materials, signage, sponsor recognition, communications, and follow-up.
• Help ensure that event materials and participant communications are accurate, accessible, brand-aligned, and completed on schedule.
• Represent VARC professionally at assigned events using approved organizational messaging.
• Elevate questions, requests, or commitments that fall outside the position’s assigned authority.

Marketing Operations and Reporting

• Maintain organized calendars, project documentation, activity records, and tracking tools that support departmental visibility and accountability.
• Track routine marketing activity, including project requests, campaign activity, social engagement, email performance, website updates, sponsorship deliverables, and material distribution.
• Compile information needed for departmental reporting and continuous improvement.
• Help ensure marketing materials meet established standards for accuracy, accessibility, brand consistency, and timely completion.
• Accept other duties consistent with the purpose and level of the position

Qualifications

• Strong organizational and time-management skills with the ability to manage multiple tasks, deadlines, calendars, and project details.
• Excellent written and verbal communication skills with staff, vendors, sponsors, contributors, community partners, and other marketing audiences.
• Strong attention to detail, discretion with sensitive information, and consistent follow-through.
• Familiarity with Microsoft 365, forms, spreadsheets, project-tracking systems, email marketing tools, social media platforms, website editing, and contact or constituent-management systems.
• Collaborative mindset and sound judgment, including the ability to follow direction, recognize when escalation is needed, and respond constructively to changing priorities.
• Associate or bachelor’s degree in marketing, communications, business, nonprofit management, or a related field preferred.
• One to three years of related experience in marketing, communications, project or event coordination, administrative coordination, or contributor stewardship preferred.

You may be a great fit if you:

• Love making lists, keeping projects organized, and seeing details come together
• Can manage several moving pieces without losing the plot
• Communicate clearly and enjoy working with a variety of people
• Have experience with marketing, events, communications, project coordination, or administrative support
• Are comfortable with Microsoft 365 and willing to learn new tools

This full-time, on-site position reports to the Director of Marketing and Communications. You’ll play an important role in helping VARC share its story, strengthen community connections, and support people with disabilities to live their best lives.

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.