Position Title:        Marketing & Public Relations Coordinator

Department:           Member & Provider Services

Reports To:            Director of Member & Provider Services

Status:                   Full Time Exempt

Hours:                    Monday – Friday

Supervision:          This position does not supervise any other staff

Date Updated:        January 2023

Summary: The Marketing & Public Relations Coordinator is responsible for coordinating, planning, tracking, managing, and ensuring timely implementation of all marketing, public relations, and communications projects. Such projects usually require some component of communication—editing, design, regulatory compliance, printing, posting, mailing, etc.—and have a wide range of scope and complexity. This position is responsible for working directly with our marketing firm to develop, implement, and track the effectiveness of all marketing and public relation activities. The person in this position is responsible for creating, maintaining, and monitoring an effective social media campaign for PrimeWest Health.

The Marketing & Public Relations Coordinator also helps ensure consistency in all PrimeWest Health materials, including information for members (member magazine, required materials, brochures, booklets, collateral materials, etc.); and information for providers (electronic newsletters, updates, and the Provider Manual). The Marketing & Public Relations Coordinator is responsible for communicating specific brand and communications standards to other staff. Basic knowledge and understanding of design is desired along with the ability to help bring a vision of excellence and quality to PrimeWest Health’s communications.

The Marketing & Public Relations Coordinator must be able to work well independently and as a team member, work under pressure on multiple projects concurrently, set and meet deadlines in a fast-paced work environment with frequent interruptions and changing priorities, and organize work to meet deadlines while paying close attention to detail. The Marketing & Public Relations Coordinator must also be able to work well with other staff and be committed to helping others succeed with their projects and objectives.

Reporting Accountability This position is responsible for meeting the following regulatory, contractual, or other requirements on behalf of PrimeWest Health:

1. All Medicare and Medicaid requirements pertaining to marketing and communications, including those in the Minnesota Department of Human Services (DHS) contracts, the Medicare Marketing and Communications Guidelines (MCMG), Marketing Guidance for Minnesota Senior Health Options (MSHO) Plans, and Title 42 Code of Federal Regulations (42 CFR) Part 422, Subpart V.
    

Role and Key Responsibilities Assist the Director of Member & Provider Services, Managing Editor, and other PrimeWest Health staff in the following as needed:

1. Act as the first point of contact for projects from all departments using Jira, the project management application. Confer with other departments concerning objectives, budget (if necessary), background information, and presentation approaches, styles, and techniques. Assess each new project to determine whether the objectives are clear and achievable and whether the Communications role is clear

Create accurate production schedules for new projects to meet deadlines Coordinate and expedite the job flow and schedule of each project through the creative and production stages Create and maintain systems to monitor project status, budgets, and timetables Verify, capture, and communicate print quantities to help with print projections and project planning Seek technology solutions to address project management challenges Refine processes as needed Confer with Communications writing, editing, graphic design, and production staff to discuss program, publication, or collateral requirements; outline presentation concepts; and coordinate project activities Manage and coordinate projects Circulate versions/copies for review Proofread where necessary Edit where necessary Act as back-up graphic designer when needed Ensure documentation requirements are met Contribute to creating a consistent look and message in all PrimeWest Health programs, collateral, website, and other publications Work closely with Enrollment staff to track the non-English-speaking population in our membership Track all regulatory communications Participate in and/or organize workgroups as needed to achieve objectives Work with Communications and other staff within PrimeWest Health to develop workflows that outline processes for project implementation Incorporate the tenets of Health in 4D (improved patient experience of care, including quality and satisfaction; improved population health; reduced per capita cost of health care; and fuller lives through the reduction in inequities and disparities in health and quality of life) in the following ways: Make member communications easy to read and understand so that members can most efficiently and cost-effectively use their benefits and know their rights and responsibilities Make provider communications easy to read and understand so that providers know their roles and responsibilities in providing member-focused, high-quality, and cost-effective care to our members Make the PrimeWest Health website easy to navigate and understand so members, providers, and the greater PrimeWest Health community can access useful information that will inform them about ways to stay healthy and avoid unnecessary health care costs  

Share responsibility for performing the following Communications functions as needed:

1. Proofread Think creatively Contribute to the team to produce new ideas and demonstrate good teamwork and collaboration Accept suggestions, changes, and revisions as part of the creative process Suggest appropriate production methods and materials as needed Be willing to learn and adapt to new technologies and processes Adhere to production schedules including sometimes tight deadlines Produce accurate and high-quality work Accept all assigned duties with a positive attitude

General PrimeWest Health Responsibilities

1. Abide by the PrimeWest Health Code of Conduct Comply with all PrimeWest Health personnel policies and procedures Comply with the Health Insurance Portability and Accountability Act (HIPAA) and all other privacy laws Be familiar with building safety procedures and alert maintenance if something requires attention Keep public areas of the department and office neat and clean Conduct other responsibilities and activities as needed and assigned

Professional Competencies – N/A  

Educational Requirements and Required Qualifications A great deal of accuracy, attention to detail, and initiative is expected. In addition, the ability to organize and manage multiple projects within deadlines is required.

1. At minimum, 3 years of experience equivalent to the position requirements in advertising, marketing, print production, or a related industry At minimum, an associate degree or equivalent in advertising, marketing, or graphic design or related discipline. A bachelor of arts or science degree is a plus. Experience in social media marketing and/or public relations campaigns Excellent verbal communication and listening skills, including the ability to work through challenging situations with tact and diplomacy Excellent written communications skills, including good grammar and a clear and organized writing style Ability to promote and facilitate a collegial work environment and exhibit a positive and professional attitude Demonstrated organizational skills and attention to detail Demonstrated problem-solving skills Demonstrated experience delivering results and meeting aggressive, time-sensitive deadlines Ability to work effectively with a variety of people both within and outside of the organization Flexibility and ability to handle multiple tasks Ability to use and learn new technologies to improve processes and/or improve accuracy Demonstrated knowledge of, and proficiency in, Word, Excel, and Outlook is required. Experience with and knowledge of Jira or other project management application, PowerPoint, Visio, or PC-based graphics programs including Adobe Creative Cloud is a plus. Basic knowledge of graphic design principles and practices General knowledge of print production requirements and processes Knowledge of health plans, health plan communications, HIPAA, Medicaid, and/or Medicare is a plus Ability to sit or stand at a desk or computer station most of the time Ability to occasionally lift and/or carry such articles as file folders and small boxes up to 50 pounds Some travel may be required

Appropriate Licensure and Certification Requirements – N/A  

Collaborative Efforts with Other Departments

1. Administrative Services Business IT & Claims Administration Care & Population Health Management Corporate Compliance & Auditing Information Systems & Technology Member & Provider Services Quality & Utilization Management Operations Pharmacy Management

Supervision – N/A  

This position description is not to be construed as an exhaustive statement of essential functions or responsibilities. Alexandria, Minnesota – This is an in-office position.

Qualified candidates must pass proficiency tests in Microsoft Word, Excel, and Outlook to be considered for the position.

PrimeWest Health is an Equal Opportunity Employer Committed to Diversity, Equity, and Inclusion