Marketing Projects Coordinator

VPI•Appleton, WI

4d•Onsite

About The Position

This full-time, on-site position reports to the Director of Marketing and Communications. You’ll play an important role in helping VARC share its story, strengthen community connections, and support people with disabilities to live their best lives.

Requirements

Strong organizational and time-management skills with the ability to manage multiple tasks, deadlines, calendars, and project details.
Excellent written and verbal communication skills with staff, vendors, sponsors, contributors, community partners, and other marketing audiences.
Strong attention to detail, discretion with sensitive information, and consistent follow-through.
Familiarity with Microsoft 365, forms, spreadsheets, project-tracking systems, email marketing tools, social media platforms, website editing, and contact or constituent-management systems.
Collaborative mindset and sound judgment, including the ability to follow direction, recognize when escalation is needed, and respond constructively to changing priorities.

Nice To Haves

Associate or bachelor’s degree in marketing, communications, business, nonprofit management, or a related field preferred.
One to three years of related experience in marketing, communications, project or event coordination, administrative coordination, or contributor stewardship preferred.
Love making lists, keeping projects organized, and seeing details come together
Can manage several moving pieces without losing the plot
Communicate clearly and enjoy working with a variety of people
Have experience with marketing, events, communications, project coordination, or administrative support
Are comfortable with Microsoft 365 and willing to learn new tools

Responsibilities

Serve as a primary point of contact for marketing requests from internal departments by gathering information, clarifying routine needs, tracking requests, and routing work to the appropriate marketing team member.
Coordinate marketing projects from intake through completion by maintaining timelines, deliverables, approvals, and communication among internal teams, vendors, and external partners.
Monitor project status, identify missing information or potential delays, and follow up with responsible parties to keep work moving.
Maintain shared marketing calendars, project trackers, templates, asset libraries, photo files, and departmental documentation.
Coordinate printing, promotional materials, vendor orders, and the delivery or pickup of completed materials.
Support the continued improvement of marketing request forms, workflows, templates, tracking tools, and shared processes.
Support campaign launches and organizational communications through scheduling, asset distribution, content coordination, and follow-up.
Assist with social media scheduling, email campaigns, digital newsletters, website updates, and intranet content using approved messaging and established processes.
Prepare, organize, and distribute marketing materials for programs, events, sponsorships, community engagement activities, and organizational initiatives.
Coordinate routine communications with sponsors, contributors, community partners, and vendors regarding materials, deadlines, acknowledgments, and event logistics.
Maintain accurate contact, campaign, sponsorship, and communication records using established systems and procedures.
Route decisions involving relationship strategy, solicitations, financial commitments, or organizational policy to the appropriate member of leadership.
Provide marketing and logistical coordination for designated organizational and community-facing events.
Coordinate event-related timelines, promotional materials, signage, sponsor recognition, communications, and follow-up.
Help ensure that event materials and participant communications are accurate, accessible, brand-aligned, and completed on schedule.
Represent VARC professionally at assigned events using approved organizational messaging.
Elevate questions, requests, or commitments that fall outside the position’s assigned authority.
Maintain organized calendars, project documentation, activity records, and tracking tools that support departmental visibility and accountability.
Track routine marketing activity, including project requests, campaign activity, social engagement, email performance, website updates, sponsorship deliverables, and material distribution.
Compile information needed for departmental reporting and continuous improvement.
Help ensure marketing materials meet established standards for accuracy, accessibility, brand consistency, and timely completion.
Accept other duties consistent with the purpose and level of the position