Marketing Project Coordinator

Job Description

At NorthBay Health, the Marketing Project Coordinator serves as the operational backbone of the Marketing and Communications department, ensuring all projects move efficiently from intake through completion. This role manages workflow, timelines, budgets, invoices, and reporting across campaigns, creative assets, and vendor partners.

Unlike the Manager of Marketing Strategy & Growth, who focuses on campaign strategy and execution, or the Creative Services Manager, who leads the creative and design team, this position is dedicated to operational execution, process efficiency, and accountability.

We need someone who thrives on bringing order to creative chaos - managing timelines, coordinating deliverables, and keeping complex marketing initiatives moving smoothly from kickoff to completion. This person will track progress, manage workflows, and ensure seamless coordination across creative, digital, and brand teams, helping the department operate with clarity, efficiency, and momentum.

The Marketing Project Coordinator leads the implementation and daily use of the department's project management system, develops templates and dashboards, trains team members, and ensures consistent adoption across all functions. This role coordinates deliverables, monitors budgets, and maintains visibility into team workload and progress to ensure all marketing projects are delivered on time, within scope, and aligned with organizational priorities.

PRIMARY JOB DUTIES

1. Project Management Platform Implementation and Optimization

Leads the launch, maintenance, and optimization of the department's marketing project management platform. Develops system structures, workflows, templates, and dashboards that streamline operations and promote efficiency. Defines usage standards and protocols, ensuring full team adoption through comprehensive training and ongoing support. Evaluates emerging workflow tools and automation solutions to enhance department productivity and scalability. Develops and implements an internal request intake process across the enterprise to manage project flow and priorities.

2. Workflow and Project Oversight

Oversees the day-to-day coordination of all marketing and communications projects from intake through completion. Tracks timelines, approvals, and deliverables to ensure projects remain on schedule and within scope. Leads kickoff meetings, assigns tasks, and monitors progress across creative, content, digital, and vendor teams. Anticipates risks, identifies roadblocks early, and proactively implements solutions to maintain project momentum.

3. Budget and Vendor Management

Maintains an active vendor tracker and monitors all project-related invoices, quotes, and contracts. Works closely with the Director of Marketing & Brand and the Finance department to track spend, reconcile invoices, and ensure that projects stay within budget and scope. Provides leadership with regular visibility into budget status, vendor performance, and resource allocation.

4. Departmental Operations and Accountability

Serves as the central point of coordination for workload, priorities, and deadlines across all marketing functions. Tracks department-wide project volume, completion rates, and turnaround times to measure efficiency and ensure accountability. Manages the intake and prioritization of new requests, ensuring timely responses and clear communication with stakeholders. Supports departmental reporting, resource planning, and operational transparency to improve team alignment and performance visibility.

5. Process Improvement and System Optimization

Continuously evaluates team workflows for efficiency, clarity, and scalability. Identifies operational gaps, redundancies, and bottlenecks, recommending and implementing process improvements that drive consistency and clarity. Ensures accurate task routing, standardized naming conventions, and consistent file management practices across all marketing functions.

6. Cross-Functional Collaboration and Communication

Acts as a liaison between the marketing, creative, digital, foundation, and clinical teams to ensure cross-functional alignment and accountability. Facilitates timely communication between internal and external stakeholders, vendors, and leadership to maintain transparency throughout all stages of a project. Streamlines workflows that support donor engagement, internal enterprise initiatives, philanthropic initiatives, and service line and ambulatory marketing activities, ensuring projects are cohesive and strategically aligned with NorthBay Health's mission and brand.

7. Team Training and Onboarding

Leads onboarding and training sessions for new marketing staff to introduce systems, tools, and workflows. Develops and maintains up-to-date process documentation, FAQs, and user guides to support ongoing staff education and consistency. Serves as the department's go-to resource for system questions, troubleshooting, and best practices to ensure long-term platform adoption and proficiency.

8. Reporting and Continuous Improvement

Prepares project dashboards, milestone summaries, and recap reports for departmental and executive leadership. Contributes to post-campaign reviews and operational retrospectives, identifying lessons learned and applying insights to future initiatives. Uses data-driven analysis to refine timelines, improve workflows, and enhance team efficiency and overall departmental performance. Uses data-driven analysis to refine timelines, improve workflows, and enhance team efficiency and overall departmental performance.

Qualifications

• Education : Bachelor's degree in Marketing, Communications, Business, or related field preferred.
• Licensure / Certification : PMP certification preferred.
• Experience : Minimum of 5 years of project coordinating / management experience within a marketing, communications, or creative services environment. Experience with healthcare or nonprofit preferred. Experience as a project manager in an agency a plus.
• Skills :

Proficiency in project management software and workflow design.

Compensation :

About Us

At NorthBay Health, we are guided by our values : Nurturing Care; Own It; Respect; Build Trust; and Hardwire Excellence. These principles lead us to our TRUE NORTH and inspire us to provide exceptional care.

These values serve as the foundation of everything we do, guiding us to deliver individualized care with integrity and accountability. We are committed to fostering a culture of collaboration, where every team member is valued and empowered to contribute their best to the health and well-being of those we serve.

This is an exciting time to join NorthBay Health.

As an independent, nonprofit health system north of the San Francisco Bay Area, in the Napa / Solano Region, we are expanding our footprint across Solano, Yolo, and Napa counties to meet the evolving needs of our communities. With two acute-care hospitals-including a Level II Trauma Center and a modern maternity unit with a Level III Neonatal Intensive Care Unit (NICU)-along with a comprehensive cancer center, multiple urgent care facilities, and a growing network of primary and specialty clinics, we are investing in the future of care across the region.

NorthBay Health we are home to advanced clinical programs and nationally recognized cardiovascular, neuroscience, and orthopedic services, as well as comprehensive surgical and outpatient specialties. Our commitment to excellence is reflected in our Magnet with Distinction designation for nursing (one of only 12 organizations nationwide) and recognition from U.S. News & World Report as "High Performing" in multiple clinical areas, including maternity care, heart failure, and stroke. NorthBay Medical Center has earned the High Performing designation in maternity care for four consecutive years.

As the only locally governed health system in the region, we remain deeply rooted in our communities while growing into a trusted regional healthcare leader. If you are seeking meaningful work, collaborative teams, and the opportunity to help shape the future of healthcare in Northern California, you will find it at NorthBay Health.

Join us with our commitment to excellence, to achieve our vision to be the trusted healthcare partner of choice for the communities we serve.

To learn more about NorthBay Health's benefits, diversity statement and community please visit