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Position Summary

Mercy University’s Marketing & Communications Department is seeking a highly organized and proactive Departmental Marketing Coordinator to support the day-to-day operational workflow of the department. The Marketing & Communications team is comprised of five distinct functional areas: Marketing Planning, Creative, Analysis & Reporting, Student & Internal Communications, and Public Relations.

Reporting directly to the AVP of Marketing & Communications, the Departmental Marketing Coordinator will work closely on a daily basis with the leaders of each functional area to ensure smooth execution of departmental processes, timely delivery of marketing projects, and effective coordination of resources.

This role serves as the central hub for project portfolio management, workflow coordination, budgeting and invoice tracking, merchandise inventory, campus signage support, and event execution.

Key Responsibilities

• Department Workflow & Project Coordination
• Serve as the primary coordinator for departmental day-to-day workflow and project execution across all five functional areas
• Manage project intake and scheduling, ensuring requests are properly briefed, prioritized, and assigned
• Follow up with internal team members to support timely completion and delivery of marketing and communications projects
• Coordinate meetings with internal campus clients to clarify project needs, timelines, and deliverables
• Act as the main administrator for the department’s project management software, including task creation, tracking, reporting, and workflow optimization

Project Portfolio Management

• Maintain oversight of the department’s active project portfolio to ensure alignment with institutional priorities
• Track project progress, deadlines, and resource needs across multiple teams
• Provide regular updates and reporting to the AVP and departmental leadership on workflow status, bottlenecks, and upcoming priorities

Budget Tracking & Invoice Management

• Support departmental financial operations by tracking budgets, expenditures, and invoice activity
• Manage invoice submission and approval workflows, ensuring compliance with Mercy University procedures
• Maintain organized documentation for vendor invoices, purchase orders, and related financial records
• Collaborate with University finance staff and departmental leadership to ensure accurate budget oversight
• Merchandise & Premiums Management
• Oversee inventory of departmental merchandise, promotional items, and institutional premiums
• Coordinate ordering, restocking, and distribution of branded items for University initiatives and departmental needs
• Maintain inventory records and ensure appropriate use of merchandise resources

Event Support & Coordination

• Provide logistical and administrative support for key University recruitment and engagement events, including:
  
  • Open Houses
  • Information Sessions
  • Accepted Student Days
• Assist with planning and execution support for internal and current student-facing events, such as Founders’ Day, Coin Quest, and other campus-wide initiatives
• Coordinate event-related marketing materials, timelines, vendor communication, and on-site support as needed
• Partner with the Marketing Planning team to ensure smooth delivery of event-related marketing and communications deliverables
• Campus Signage & Marketing Materials Coordination
• Assist with coordinating on-campus signage and promotional display needs across Mercy University locations.
• Support the placement and upkeep of marketing materials including:
  
  • Posters in hallways and elevators
  • Bulletin boards across campus
  • Brochure shelves and informational displays
  • Recruitment and event signage in key campus areas (Main Hall, Bronx campus, Dobbs Ferry/MT locations, etc.)
  • Work with creative staff and internal stakeholders to ensure signage is accurate, timely, and aligned with University branding standards
• Administrative Support for AVP of Marketing & Communications
• Serve as the primary administrative coordinator for the Assistant Vice President of Marketing & Communications
• Provide scheduling, meeting coordination, and organizational support to ensure efficient daily operations
• Assist with preparation of internal documents, reports, and departmental communications as needed
• Support the AVP in managing priorities across departmental initiatives and institutional deadlines

Required Qualifications

• Bachelor’s degree in Marketing, Communications, Business Administration, or a related field, or equivalent professional experience
• 1–3 years of experience in project coordination, marketing operations, or administrative support in a fast-paced environment
• Strong organizational skills with the ability to manage multiple priorities and deadlines simultaneously
• Experience using project management platforms (e.g., Asana, Monday.com, Trello, Workfront, or similar)
• Proficiency in Microsoft Office and/or Google Workspace tools
• Strong communication and interpersonal skills with the ability to collaborate across teams and departments

Preferred Qualifications

• Experience in higher education marketing or communications
• Familiarity with budget tracking, invoice processing, and vendor coordination
• Event planning or event support experience
• Knowledge of creative workflow processes (design, print production, digital marketing)

Core Competencies

• Project and workflow management
• Attention to detail and follow-through
• Strong customer service orientation for internal stakeholders
• Collaborative and team-focused mindset
• Ability to anticipate needs and proactively solve problems
• Commitment to Mercy University’s mission and values

Work Environment
This position operates in a collaborative office setting and requires frequent interaction with internal departments, creative staff, and University partners. Occasional evening or weekend support may be required for major recruitment or institutional events.