Marketing Communications & Database Coordinator

Description

The Marketing Communications and Database Coordinator plays a vital role in advancing the organization’s marketing, communications, and fundraising efforts and understands that behind every data point is a mission-critical relationship. Reporting to the Chief Marketing and Communications Officer and in collaboration with the MarCom team, the Coordinator will blend creativity with precision – developing and executing engaging social media and website content; ensuring data integrity, and serving as an internal business partner with other departments to provide administrative accountability.

Essential Functions of the Job Marketing

Monitors Marketing Communications plan, updates calendars, and helps to keep the department on track, assures timely communications, and advise team on any concerns;

Supports social media marketing design and posting, including both YWCA and Persimmon Petals;

Assists with internal design projects;

Manages the marketing kit requests and assists other departments in securing supplies;

Assists in updating website content and drives update schedules with various departments;

Communications

Updates and revises correspondence within the department;

Drafts copy for social media posts and flyers;

Reviews written material to assist in copy editing and ensures professional communication pieces are distributed;

Drafts articles and notations for distribution in various formats;

Data Management

Maintains donor database and ensures donor information is accurate, current, and entered in a timely manner;

Troubleshot database issues;

Records and files all donor activities, correspondences, and pertinent information;

Provides ongoing mailing lists and reports on fundraising progress;

Donor Stewardship

Administers thank you letter process, including ensuring letters are sent 24-48 hours after receipt; and other reporting, and communications in a timely manner to further ongoing major donor relationships;

Communicates with Finance and the CEO's office when gifts are received;

Mail correspondence to potential donors and guests to inform them of activities;

Collaboration

Assists MarCom staff in compiling and preparing communications, policies, and procedures, and runs a wide range of fundraising gift reports upon request;

Provides support to various committees and volunteers during events and fundraising campaigns;

Maintains the budget books for MarCom department activities, i.e., events and marketing; processes P.O.s and invoices in a timely manner;

Assists CMCO in reconciling income and expenses with the Finance Department;

Provides support for fundraising events, including, but not limited to: updating ticket sales and donations; providing invoices and follow-up to ensure payments on sponsorships, vendor, and ad sales;

Manages invoicing for all department vendors, event sponsors, expo vendors, and advertisers;

Performs necessary follow-up activities to ensure payments are received in a timely manner. Assist with the creation and finalization of guest lists;

Appraises team of new donors and communicates with donors during fundraising events;

Prepares various materials (including correspondence, meeting notices, minutes, and donor meeting packets);

Provides support to other marketing and/or advertising efforts and public relations;

Participates in all creative strategy discussions and adds to the discussion;

Performs basic administrative duties such as filing, data entry, maintaining a filing system, and more to assist CMCO and department;

Assists CMCO in scheduling meetings and coordinates organizational or department meetings, as needed; and

Other duties as assigned.

Education

High School Diploma or GED required.

Associate Degree preferred.

Experience

One (1) to three (3) years’ experience in Bloomerang or relevant donor databases required;

Experience in creative design programs such as InDesign or Canva required;

Experience writing content and composing professional correspondence;

Knowledge and experience in data entry, social media marketing, and website content management required.

Administrative experience supporting multiple people and the ability to manage competing priorities.

Schedule

The Marketing Communications and Database Coordinator is a non-exempt position. Standard hours of operation are Monday – Friday, 8:30 am – 5:00 pm. The work schedule and hours will be defined by the Department Head or direct supervisor. Due to the nature of the work, some weekend and evening hours may be required.

Key Competencies

Seeks to cultivate and develop professional working relationships with key stakeholders, i.e., staff, volunteers, interns, board members, etc.;

Demonstrated skill in understanding others;

Engages in (or commits to) personal and professional development;

Demonstrates a willingness to examine one’s assumptions and attitudes;

Maintains productive work relationships while considering multiple perspectives;

Demonstrates awareness of one’s and others’ life experiences and their relevance in the workplace;

Experience resolving conflicts effectively; and

Promotes a respectful work environment in which concerns are addressed effectively.

Skills

Attention to Detail: Strong attention to detail and ability to provide strong proofreading and editing skills;

Collaborative: Team-centered, cooperative work philosophy. Listens; creates a supportive and communicative dialogue;

Communication: Fosters excellent communication (both written and oral);

Confidentiality: Ability to handle discreet, confidential information;

Mission-driven: Understands programs and services offered by YWCA Hartford Region;

Organization: Exceptional organizational skills and superb attention to detail required;

Personal Accountability: Accepts responsibility for own actions, embraces experiences as learning opportunities. Works well alone, as well as under direct supervision;

Planning: Strong organizational and time management skills; Demonstrated ability to plan and manage events and other fundraising activities from conception to completion, including the ability to set, reach, and measure outcomes;

Problem Solving: Demonstrated ability to consider challenges and develop options to address them quickly and effectively;

Quality: Demonstrated ability to produce work with a high degree of accuracy in a timely manner and under minimal supervision

Technical Skills: Proficient use of Microsoft Office and other computer applications used for tracking data and reporting outcomes;

Time Management: Displays exceptional time-management and organizational skills as needed for meeting multiple deadlines;

Trust and Respect: Offers respect to all in the work environment. Adheres to high personal standards of acceptance, reliability, openness, and consistency of action with words.

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