Projects Coordinator

Support the museum’s marketing department by coordinating design projects, including but not limited to ads, signage, graphics, printed materials and multi-format projects for internal museum clients (annual fund, gala, mail projects, membership, special events, etc.). Day-to-day procedures include reviewing job requests, assigning tasks in Asana, trafficking designs through Review Studio, submitting ads to media outlets, monitoring inventory of printed materials, keeping projects on deadline, organizing digital assets, and bidding and managing production projects. This role works very closely with the graphic designers, copywriters, marketing staff representing projects for other departments, and across multiple teams within the organization.

Major Functions

• Oversee job trafficking of graphic design and production projects to keep all projects on time.
• Manage relationships with printers and coordinate print jobs, including posters, rack cards/brochures, stationery, signage, maps and other projects—includes determining quantities to order, getting bids, securing approval of bids, writing purchase orders and print orders, submitting jobs to vendors, coordinating proof approvals, coordinating the delivery of completed print projects and processing invoices.
• Input job requests into Asana and assign deadlines for copy and design work.
• Manage ad chart, including adding ad details from contracts, keeping track of deadlines, assigning copy and design tasks, and submitting completed jobs to media outlets.
• Be well-versed with Fernbank’s brand book and logo guidelines to ensure projects adhere to brand standards and maintain consistency.
• Coordinate marketing photo shoots--whether taking photos personally or enlisting other staff, volunteers or professional photographers--including being responsible for gathering and cataloging photo releases.
• Assist with research projects, including stock photo and illustration searches, competitive analysis, emerging marketing trends and new digital media capabilities.
• Assist with creating and maintaining a digital photo catalog, and ultimately with fulfilling staff requests for photos from the catalog.
• Obtain and organize specifications sheets from media outlets.
• Keep record of signage currently on display in Museum and change out as needed. This may also include scheduling with external vendors.
• Maintain project files and samples of small-format print jobs.
• Design and update forms and/or make updates to existing projects, as needed.
• Download creative assets for movies and traveling exhibits. When external approvals are required, ensure all customized designs are approved before use.
• Place supply orders.
• Work closely with other departments on projects that require marketing support, including direct mail, large events, print projects, development of new creative assets, special events, donor and member communications, and more.

• Manage escrow account with mail house/printer for mailings.
• Other tasks and projects as assigned.

Hours

• FT, 40 hours min per week

Requirements

Required Skills and Traits

• Associate’s or Bachelor’s degree plus a minimum of one to two years of relevant experience, or three to five years of relevant experience
• Proficient in Mac-based Microsoft Word, Excel, Project Management software.
• Project management
• High level of organization and acute attention to detail
• Ability to multi-task in a fast-paced setting; strong time-management skills
• Assertive communication skills to keep projects on schedule
• Composure, maturity and professionalism
• Strong written, verbal and interpersonal skills
• Willingness to change direction quickly in the face of changing priorities
• Team player with a positive attitude

Preferred skills

• Asana (project management system)
• Purchase order software
• Review Studio (design proofing system)
• Photography
• Adobe Creative Suite
• Google Analytics
• Video production/editing
• Mac computer proficient
• Compliance with brand standards
• Some graphic design experience for editing existing projects