About the position
The Communications Coordinator/Executive Assistant is responsible for a wide range of duties to support the mission of the Tennessee Center for Patient Safety (TCPS) and communicate effectively to both internal and external stakeholders. Working under direction, the coordinator develops and distributes communications materials for the TCPS and its programs, including marketing materials, and social media postings. The Communications Coordinator/Executive Assistant sends out the weekly electronic newsletter and maintains the department's websites. The coordinator works closely with other THA departments to align efforts with THA's overall strategy and branding as well as event coordination. This position is responsible for the logistics and coordination of department meetings and events. The Communications Coordinator/Executive Assistant provides administrative assistance to the TCPS leaders and staff. Such support entails writing and sending memos and announcements; meeting planning; calendar planning and management; setting up and running webinars; and maintaining records and database information.
Responsibilities
- The ability to adapt to a changing work environment and meet challenges presented throughout the day.
- Provides administrative assistance to TCPS SVP and VP.
- Formats, writes, revises, and distributes the weekly TCPS electronic newsletter.
- Prepares and distributes electronic letters and memos to targeted audiences.
- Serves as the department superuser for the ProTech contact database, entering, updating and correcting information and running queries and lists.
- Creates and distributes marketing materials and social media postings for TCPS programs, campaigns, and events.
- Manages logistics for meetings and education events (in person and virtual), including marketing memos, registration, room reservations, catering and administrative tasks.
- Plans the TCPS annual calendar.
- Maintains the TCPS calendar, scheduling events/rooms/virtual platforms avoiding conflicts within the department, THA, and partner organization events.
- Schedules and runs webinars and virtual meetings.
- Maintains the TCPS websites and repository.
- Works with the Marketing and Communications Department to produce TCPS materials and promote programs.
- Works with the Education Department on planning summits, bootcamps, and events.
- Coordinates national campaigns/recognition days/weeks/months for members through TCPS.
- Assists with TCPS sections of THA reports, publications, and website.
- Corresponds regularly and professionally with THA members by phone, email and in-person.
- Maintains various records, including attendee lists, expense reimbursements, and the like.
- Takes photos and videos of TCPS events for publications and social media.
- Assists other TCPS staff with various administrative functions.
- Prepares purchase orders, expense forms, and check requests.
- Builds and administers surveys in Survey Monkey.
- Assists with identifying potential success stories and best practices.
- Must be available to be in the office during regular office hours, unless job responsibilities require otherwise, or hybrid work arrangement is in place.
- Must be available for out-of-town travel approximately 4 percent of the time, including overnight, be able to drive an automobile, and maintain a valid driver's license.
Requirements
- Requires either an Associate's degree with at least two years of work experience in communications or a Bachelor's degree in communications or a related field.
- Strong interpersonal skills.
- Excellent written communications skills, including grammar, spelling, punctuation, proofreading, etc.
- Ensures consistency and precision in all deliverables, adhering to established protocols and guidelines.
- Meticulously reviews and ensures the accuracy of all work, identifying and correcting even the smallest errors before final submission.
- Strong computer skills and familiarity with website design.
- Experience with social media marketing.
- Ability to organize, prioritize, and have excellent follow-through.
- Excellent organizational skills and the ability to carry out multiple projects concurrently.
- Professional demeanor.
- Must be highly skilled and experienced in Microsoft Office computer programs, including Word, Excel, and PowerPoint.
- Competency in Emma, WordPress, Canva, and Adobe InDesign preferred.
Benefits
- Hybrid work arrangement
- Equal Opportunity Employer
