Marketing Operations Specialist
Description
Position Overview
This role blends project management discipline, operational oversight, and systems stewardship to ensure that all marketing work flows smoothly from concept to delivery.
This person owns the processes, workflows, systems, timelines, and cross-functional coordination that enable our marketing team to perform at its best. They ensure that every project — from recruitment campaigns to brand initiatives — is structured, aligned, tracked, and executed with precision.
Key Responsibilities
1. Operational Leadership & Workflow Ownership
- Serve as the primary owner of marketing processes, ensuring that workflows are clear, predictable, and consistently applied across all teams.
- Build, maintain, and enhance SOPs for project intake, approvals, QA, version control, and cross-team collaboration.
- Manage and improve organizational systems (SharePoint, Google Drive, Canva libraries, CMS tools), ensuring structured folders, accurate metadata, and strong asset governance.
- Introduce operational improvements that reduce friction, increase efficiency, and support long-term scalability.
2. End-to-End Project Management
- Lead the full project lifecycle for marketing initiatives — from intake and scoping to planning, execution, review, and launch.
- Develop project plans with clear timelines, tasks, dependencies, and resource needs.
- Monitor progress and proactively communicate risks, delays, or changes in scope.
- Facilitate project alignment with design, digital, recruitment marketing, communications, brand, and external partners.
- Keep stakeholders informed with structured updates, dashboards, and documentation.
3. Systems Management & Operational Tools Administration
- Act as the team’s power user and administrator of platforms such as Microsoft365, SharePoint, Canva, Google Workspace, and other workflow tools.
- Build workflows, automations, templates, and dashboards that support project visibility and team productivity.
- Ensure operational systems remain organized, user-friendly, and aligned to marketing best practices.
- Train team members on tool functionality, updating processes as tools evolve.
4. Quality Assurance (QA) & Accuracy Control
- Conduct thorough QA reviews across deliverables — validating links, accuracy, formatting, brand consistency, technical readiness, and completeness prior to launch.
- Maintain comprehensive QA frameworks and version‑control standards that protect the quality and reliability of all marketing outputs.
- Act as the final checkpoint for accuracy, ensuring deliverables meet Clarvida’s standards without the need for secondary review.
5. Cross‑Functional Alignment & Account Management
- Partner closely with internal teams to coordinate requests, clarify expectations, and ensure everyone is aligned on project goals.
- Provide structured communication, clear timelines, and organized documentation to keep teams on the same page.
- Manage relationships with external vendors, ensuring timely and accurate handoff of assets, briefs, and deliverables.
- Support meeting facilitation by preparing agendas, capturing action items, and driving accountability through completion.
6. Reporting, Documentation & Continuous Improvement
- Develop and deliver operational reports, project summaries, and progress dashboards for leadership and stakeholders.
- Maintain detailed documentation of project histories, approvals, decisions, and required records.
- Identify patterns, bottlenecks, and opportunities for improvement — and lead the implementation of solutions.
- Help maintain a healthy team rhythm by establishing standards for communication, task follow‑through, and process predictability.
Qualifications
Required
- 3–6 years of experience in project management, marketing operations, PMO roles, or creative operations.
- Strong proficiency in Microsoft365 (or similar platforms), SharePoint, Canva, Google Workspace, and workflow management tools.
- Proven ability to manage complex, cross-functional projects from start to finish.
- Deep understanding of marketing workflows, content production, and campaign processes.
- Exceptional organizational, prioritization, and documentation skills.
- Excellent communication and stakeholder management skills.
- Ability to operate independently, manage competing priorities, and maintain attention to detail in a fast-paced environment.
Preferred
- Experience supporting marketing, design, recruitment marketing, or digital teams.
- Familiarity with CMS platforms, CRM systems, or analytics dashboards.
- Certifications such as PMP, ScrumMaster, Agile, or Marketing Ops credentials is a bonus.
Soft Skills for Success
- Structured Thinker: Brings order and clarity to complex tasks and workflows.
- Proactive Leader: Anticipates needs, identifies risks early, and proposes thoughtful solutions.
- Collaborative Partner: Builds trust and alignment through communication, consistency, and reliability.
- Detail‑Driven: Maintains accuracy even when managing multiple concurrent projects.
- Mission‑Aligned: Motivated by work that supports communities, families, and care providers across the U.S.