Marketing Coordinator

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Full Time Rochester, NY, US

Salary Range: $26.00 to $29.00 Hourly

Role Overview
The Marketing Coordinator is a hybrid role at the heart of Quatela's integrated marketing team. This person captures in-clinic moments that fuel our brand presence across plastic surgery, medical spa, longevity, and hair restoration, and keeps the day‑to‑day marketing operation running smoothly across project intake, scheduling, and recurring execution tasks.

This role is built for someone energized by both creative capture of clean before‑and‑after shots, quick physician talking‑heads, or procedural moments, and by keeping a complex, multi‑brand marketing department organized and on track. The Coordinator works closely with the Marketing Director, Creative Services Manager, and partners directly with physicians, injectors, and clinical staff.

Key Responsibilities

1. Content Capture & Coordination (≈50% of role)

Plan and schedule content capture sessions based on monthly content meeting outcomes.

Create educational video outlines for physicians and providers.

Coordinate bi‑monthly podcast recording sessions.

Own all in‑clinic content capture across the brands, including:

Before‑and‑after photography

Physician talking‑head video

Procedural footage

Additional treatment‑related content

Coordinate with physicians, injectors, and clinical staff for capture sessions, including scheduling, room setup, and patient consent.

Post real‑time content to Stories across all brand channels.

Upload raw content into Forecast for editing.

Apply consistent brand treatment to physician‑submitted content.

Maintain documentation of submitted content, turnaround times, and posting schedules.

Operate within patient consent and HIPAA‑compliant practices.

Flag content that falls outside consent or brand standards.

2. Marketing Operations & Traffic Management (≈40% of role)

Own the intake process for marketing requests, ensuring proper logging, scoping, prioritizing, and routing.

Maintain and update team schedules in Forecast.

Proactively identify scheduling conflicts, capacity issues, and timeline risks.

Track project progress across active initiatives, follow up with stakeholders.

Coordinate with departments to manage requests and communicate status updates.

Organize and maintain digital asset libraries.

Support social media community management, including flagging comments.

Support content repurposing workflows across platforms.

Execute recurring website updates, including photo uploads, staff bios, and content maintenance.

Support email marketing workflows and vendor coordination.

3. Team & Meeting Support (≈10%)

Prepare agendas, notes, and follow‑up documentation for weekly marketing L10 meetings.

Track issues, to‑dos, and rocks from L10 meetings.

Attend monthly content meetings with the Creative Services Manager.

Serve as point of coordination between marketing team and other departments.

Support onboarding of new processes, tools, and workflows.

Required Characteristics & Attributes
Content Capture Competencies

Proficient with smartphone video capture, basic lighting, and external microphone use.

Trained eye for composition, lighting, and brand consistency.

Comfort directing physicians and clinical staff through capture sessions.

Editorial judgment on content placement for practice channels vs. personal pages.

Familiarity with Instagram Stories and real‑time posting workflows.

Organizational & Operational Competencies

Exceptional organizational skills; manage multiple projects, deadlines, and stakeholders.

Experience with Forecast, Harvest, or similar platforms.

Strong attention to detail and commitment to accuracy.

Proactive communication style, asking clarifying questions early.

Interpersonal & Professional Qualities

Collaborative team player, thrives in a coordinating role.

Clear and professional written and verbal communication.

Discretion and sensitivity when handling patient‑related content.

Reliability and follow‑through.

Calm presence between busy physicians and marketing processes.

Growth Orientation

Curiosity about marketing, content creation, and healthcare brand strategy.

Openness to learning new platforms and tools.

Willingness to operate within established systems while suggesting improvements.

Comfort with accountability‑driven environment (EOS).

Industry Alignment

Appreciation for premium brand standards and care needed in medical aesthetics marketing.

Understanding of patient privacy and HIPAA‑compliant communication practices.

Customer‑first mindset that recognizes operational excellence impacts patient experience.

Benefits

Medical Insurance

Dental Insurance

Vision Insurance

FSA – Flexible Spending Account

HSA – Health Savings Account

Life Insurance – Employer paid 1.5x annual pay

Paid Family Leave

3‑Weeks Paid Vacation annually

401k Safe Harbor Plan (after 60 days)

10 paid Holidays

Employee Discounts

Work Anniversary milestones – Employee bonus at 1 year/5 year/15 year/20 year/25 year

Experience
One to three years of experience in a marketing coordinator, content production, social media, or comparable role is preferred. Healthcare or medical aesthetics experience is a plus but not required.

This role offers meaningful professional growth within an established, high‑performing marketing team at one of the region's most respected medical aesthetics practices. The Marketing Coordinator will gain broad exposure to multi‑brand marketing strategy, content production, and healthcare marketing operations — with clear opportunities to develop and advance over time.

All duties and responsibilities stated are essential job functions. Staff members may be required to perform additional job‑related duties as assigned by management.

It is the policy of Rhino Administrative Services, LLC, to provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information, or any other protected characteristic under applicable law.

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