Marketing - Operations & Production Specialist

Job Summary:

The Operations and Production Specialist serves as a key operational partner to the Operations Manager, providing strategic coordination, systems oversight, and project governance to support departmental effectiveness. This role exercises independent judgment and discretion in managing project intake, prioritization frameworks, and production workflows to ensure alignment with organizational objectives and resource capacity. As the owner of the project scheduling and tracking system, the Specialist establishes standards, monitors progress, and resolves workflow challenges to ensure accurate, timely, and transparent project execution.

The Specialist independently manages intake processes, assigns and adjusts workstreams based on strategic priorities, and facilitates cross-functional coordination to support successful execution. This position also supports external engagements and departmental communications, applying judgment in managing timelines, stakeholder interactions, and follow-through. Through proactive planning, workflow oversight, and continuous process improvement, the role enhances operational efficiency, strengthens accountability, and supports leadership decision-making to ensure the department operates at a high level of performance.

Key Responsibilities

Departmental Operations & Workflow Management

• Oversee coordination of internal meetings in collaboration with the Operations Manager, assist with community engagements, and events, ensuring alignment of logistics, resources, and stakeholder needs.
• Direct scheduling and preparation of materials for recurring meetings and planning sessions.
• Evaluate, prioritize, and assign incoming requests through established intake processes, balancing competing deadlines and departmental priorities.
• Monitor overall workflow and adjust task assignments or timelines to maintain productivity and responsiveness during high-volume periods.

Project Management & Communication Oversight � Administer and maintain the project intake and tracking system, establishing standards for request submission, communication, and status updates.

• Monitor project progress, timelines, and deliverables; address delays, clarify expectations, and support successful execution.
• Develop and organize presentations, reports, and supporting materials in collaboration with the Operations Manager to ensure accuracy and alignment.

Cross-Functional Coordination & Stakeholder Support

• Serve as a primary liaison between internal stakeholders and the department, facilitating communication, setting expectations, and resolving workflow issues.
• Coordinate projects, service requests, and deliverables across teams to ensure alignment with timelines, priorities, and quality standards.
• Track progress on key initiatives and identify risks, gaps, or delays, recommending adjustments as needed.

Vendor & Resource Management

• Manage vendor coordination activities, including engagement, order oversight, and issue resolution, ensuring services meet operational requirements.
• Oversee logistics for vendor deliverables and distribution of materials in partnership with internal stakeholders.
• Support invoice review and contract documentation processes in alignment with departmental procedures.

Special Projects & Operational Support

• Conduct research, compile documentation, and support operational needs related to departmental initiatives and process improvements.
• Facilitate onboarding and offboarding activities in collaboration with the Operations Manager to ensure continuity of workflows and team readiness.
• Provide backup support for contract management, invoicing, and operational infrastructure as needed.

Education:

Required:

Bachelor's degree in Business Administration, Communications, or related field preferred; equivalent experience considered

Experience:

• Minimum 5-7 years of experience supporting leadership and multi-disciplinary departments, preferably in healthcare, marketing, nonprofit, or complex institutional settings
• Exceptional written and verbal communication skills; ability to draft clear correspondence and manage information flow
• Highly organized with advanced proficiency in Microsoft Office (Word, PowerPoint, Excel, Outlook), calendar management tools, and project coordination platforms
• Proven ability to handle confidential information with discretion and maintain professionalism under pressure

Department Position Summary:

Organizational Context

The Marketing, Communications, and Foundation department at Erlanger functions with the strategic integration and high-performance standards of a marketing firm embedded within a healthcare system. As the team leads system initiatives in branding, marketing, creative, communications, digital engagement, and philanthropy, the multidisciplinary Department requires exceptional operational support.

The Operations and Production Specialist plays a critical role in enabling the effectiveness of this team. The role requires professionalism, discretion, proactive communication, and the ability to manage highly complex scheduling, coordination, and information flow across a dynamic and fast-paced organizational environment.

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