Marketing Traffic Coordinator

Carnegie Library of Pittsburgh; Pittsburgh (Allegheny County); On-site; USD 29,000 - 36,000; Full time

Job summary

Carnegie Library of Pittsburgh is seeking a versatile Project Coordinator to support the Marketing department with project management, scheduling, data entry and communications. You will report to the Director of Communications and Creative Services and may lead staff, volunteers and assistants on CCS initiatives.

You will collaborate with the CCS team and Library staff to plan, execute and monitor marketing and communications projects, ensuring timely delivery and clear status updates to

Qualifications

• Bachelor’s Degree OR three years’ related experience in project coordination, marketing traffic management and communications.
• Extensive experience with Microsoft Office programs, preferably Word, Excel, Publisher and PowerPoint, with ability to learn project management tools.

Responsibilities

• Maintain overall view of all CCS projects and workload; coordinate project planning with the CCS team.
• Oversee and advise others on project coordination for smaller-scale projects.
• Develop and support relationships with staff, sponsors, volunteers, vendors and partners to communicate priorities and plans.
• Intake all projects and use project management system to schedule, track and archive multiple projects and deliverables.
• Maintain schedule and oversight of routine projects and deadlines.
• Identify delays and communicate timelines to Marketing staff daily.
• Communicate with internal clients, Marketing staff and vendors clearly.
• Review final documents for accuracy and adherence to standards; edit as needed.
• Maintain records of project expenses and results; handle confidential information.

Skills

Project coordination

Customer service

Data entry

Meeting scheduling

Communication

Team collaboration

Vendor relationship management

Education

Bachelor’s Degree OR 3 years related experience

Tools

Workamajig

Box

Microsoft Office

Job description

Job Summary

Provides project management, customer service, data entry and related support for multi-function Marketing department. Responsible for scheduling, tracking and coordinating print and electronic communications. Provides administrative and project support to all team members while managing own project load independently. Reports directly to the Director of Communications and Creative Services and may advise and lead other staff, volunteers and project assistants. Works as a member of the CCS Team and with Library staff to schedule and implement marketing and communications projects. Monitors and tracks progress of all team projects, alerting the Director of Communications and Creative Services and the CCS team to status including completion, delays or unmet deadlines. Maintains professional communications with internal clients and external vendors, and serves as an integral part of the CCS team.

Location

CLP – Main, Pittsburgh, PA.

Pay rate

$22.75/hour

Schedule/Work Hours

37.5 hours per week; generally M-F days; evenings and weekends as needed.

Supervisor

Molly Bennett, Director-Communication & Creative Services

Number of Vacancies

1

Unit

This position is represented by United Steelworker union.

Essential Functions

• Maintain overall view of all CCS projects and workload; work with the CCS team to ensure that project planning is coordinated or adjusted to allow for the best use of time and resources;


• Oversee and advise others on project coordination for smaller-scale projects;


• Develop and support relationships with all levels of staff, functional groups, sponsors, volunteers, vendors and partners in order to maintain open internal communication of priorities and plans;


• Intake all projects and assign leads. Use web-based project management system to schedule, track and archive multiple projects and deliverables per month (Workamajig);


• Responsible for maintaining schedule and oversight of routine/regular projects;


• Negotiate deadlines, maintain overall view of all projects and workload; work with the CCS team to ensure that project planning is coordinated or adjusted to allow for the best use of time and resources;


• Gather necessary assets required for development of each project, including but not limited to: specifications, copy, logos, images and any additional documentation required;


• Monitor schedules and project lists, ensure projects are completed accurately and on time. Identify and alert supervisor and team to any project delays or problems and work with appropriate colleagues to develop solutions. Communicate project timelines, status and needed actions to Marketing staff members on a daily basis;


• Communicate with internal clients, Marketing team members and vendors promptly and clearly using both oral and written means;


• Act as a requester point-of-contact for approval of draft materials and report changes or approval to creative team;


• Act as the main point of contact for web-based project management systems (Workamajig & Box);


• Review final documents for accuracy, clarity, and adherence to department standards. Edit and proof-read materials as needed;


• Maintain accurate records of project expenses, time and results. Must use discretion in handling confidential information;


• Develop and manage Purchase Orders and Quotes for related CCS activity;


• Process reruns and handle small design tasks (ex: business cards) as needed;


• Assist in preparing written and statistical reports for the Marketing team;


• Oversee the work of interns, volunteers and project assistants, if needed;


• Archive materials with the Oliver room to ensure Library history is being documented;


• Perform other duties as assigned;

Education and Experience

• Bachelor’s Degree OR Three years’ related experience in project coordination, marketing traffic management and communications;


• Or, equivalent technical training, education, and/or experience;


• Extensive experience with Microsoft Office programs, preferably Word, Excel, Publisher and PowerPoint with ability to easily learn and apply software project management tools;


• Public library experience a plus.


• Ability to travel locally as required;


• Must be able to work full time Monday – Friday hours, plus extended hours as needed, on a regular basis.

Competencies and Qualifications

• Excellent priority setting, organizational, project and budget management, and interpersonal skills;


• Ability to learn and master new software tools;


• Proficiency with Microsoft Office, including Word, Excel, Outlook, Publisher and PowerPoint, and Internet use;


• Ability to demonstrate initiative and work both independently and as part of a team;


• Knowledge of marketing and public relations practices and techniques preferred; including promotion, print, radio, TV, and electronic communications;


• Familiarity with printing processes, media management, and corporate communications;


• Ability to deliver a variety of high-quality marketing material on time and within budget;


• Ability to multi-task and work effectively under pressure and deadlines, using a strong attention to detail and independent judgement;


• Excellent listening, oral and written communication, and customer service skills while maintaining a positive demeanor;


• Knowledge of print and production methods and ability to specify, manage and deliver printed material ranging from simple flyers to direct mail and Annual Reports;


• Ability to maintain confidentiality of sensitive information;


• Ability to operate current office equipment.

Clearance Requirements

• PA State Criminal Record Check


• Pennsylvania Child Abuse History Clearance


• FBI Fingerprint Criminal Record Check

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, ethnicity, ancestry, age, disability status, marital status, pregnancy, veteran status, sexual orientation, gender identity and expression, genetic information, political affiliation or any other protected characteristic in accordance with applicable laws and regulations