Description
At NorthBay Health, the Marketing Project Manager serves as the operational backbone of the Marketing and Communications department, ensuring all projects move efficiently from intake through completion. This role manages workflow, timelines, budgets, invoices, and reporting across campaigns, creative assets, and vendor partners.
Unlike the Manager of Marketing Strategy & Growth, who focuses on campaign strategy and execution, or the Creative Services Manager, who leads the creative and design team, this position is dedicated to operational execution, process efficiency, and accountability.
We need someone who thrives on bringing order to creative chaos — managing timelines, coordinating deliverables, and keeping complex marketing initiatives moving smoothly from kickoff to completion. This person will track progress, manage workflows, and ensure seamless coordination across creative, digital, and brand teams, helping the department operate with clarity, efficiency, and momentum.
The Marketing Project Manager leads the implementation and daily use of the department's project management system, develops templates and dashboards, trains team members, and ensures consistent adoption across all functions. This role coordinates deliverables, monitors budgets, and maintains visibility into team workload and progress to ensure all marketing projects are delivered on time, within scope, and aligned with organizational priorities.
PRIMARY JOB DUTIES
1. Project Management Platform Implementation and Optimization
Leads the launch, maintenance, and optimization of the department's marketing project management platform. Develops system structures, workflows, templates, and dashboards that streamline operations and promote efficiency. Defines usage standards and protocols, ensuring full team adoption through comprehensive training and ongoing support. Evaluates emerging workflow tools and automation solutions to enhance department productivity and scalability. Develops and implements an internal request intake process across the enterprise to manage project flow and priorities.
2. Workflow and Project Oversight
Oversees the day-to-day coordination of all marketing and communications projects from intake through completion. Tracks timelines, approvals, and deliverables to ensure projects remain on schedule and within scope. Leads kickoff meetings, assigns tasks, and monitors progress across creative, content, digital, and vendor teams. Anticipates risks, identifies roadblocks early, and proactively implements solutions to maintain project momentum.
3. Budget and Vendor Management
Maintains an active vendor tracker and monitors all project-related invoices, quotes, and contracts. Works closely with the Director of Marketing & Brand and the Finance department to track spend, reconcile invoices, and ensure that projects stay within budget and scope. Provides leadership with regular visibility into budget status, vendor performance, and resource allocation.
4. Departmental Operations and Accountability
Serves as the central point of coordination for workload, priorities, and deadlines across all marketing functions. Tracks department-wide project volume, completion rates, and turnaround times to measure efficiency and ensure accountability. Manages the intake and prioritization of new requests, ensuring timely responses and clear communication with stakeholders. Supports departmental reporting, resource planning, and operational transparency to improve team alignment and performance visibility.
5. Process Improvement and System Optimization
Continuously evaluates team workflows for efficiency, clarity, and scalability. Identifies operational gaps, redundancies, and bottlenecks, recommending and implementing process improvements that drive consistency and clarity. Ensures accurate task routing, standardized naming conventions, and consistent file management practices across all marketing functions.
6. Cross-Functional Collaboration and Communication
Acts as a liaison between the marketing, creative, digital, foundation, and clinical teams to ensure cross-functional alignment and accountability. Facilitates timely communication between internal and external stakeholders, vendors, and leadership to maintain transparency throughout all stages of a project. Streamlines workflows that support donor engagement, internal enterprise initiatives, philanthropic initiatives, and service line and ambulatory marketing activities, ensuring projects are cohesive and strategically aligned with NorthBay Health's mission and brand.
7. Team Training and Onboarding
Leads onboarding and training sessions for new marketing staff to introduce systems, tools, and workflows. Develops and maintains up-to-date process documentation, FAQs, and user guides to support ongoing staff education and consistency. Serves as the department's go-to resource for system questions, troubleshooting, and best practices to ensure long-term platform adoption and proficiency.
8. Reporting and Continuous Improvement
Prepares project dashboards, milestone summaries, and recap reports for departmental and executive leadership. Contributes to post-campaign reviews and operational retrospectives, identifying lessons learned and applying insights to future initiatives. Uses data-driven analysis to refine timelines, improve workflows, and enhance team efficiency and overall departmental performance.
Qualifications
Education:
- Bachelor's degree in Marketing, Communications, Business, or related field required.
Licensure / Certification:
- PMP certification required.
Experience:
- Minimum of 5 years of project management experience within a marketing, communications, or creative services environment.
- Experience with healthcare, nonprofit, or agency project coordination preferred.
Skills:
- Proficiency in project management software such as Asana, Trello, Monday.com, Basecamp, Workamajig, or similar platforms.
- Strong understanding of marketing workflows, including creative development, digital media, social campaigns, and print production.
- Excellent organizational, time management, and multitasking skills with the ability to manage multiple projects simultaneously.
- Strong interpersonal and written/verbal communication skills. Experience with budget tracking and vendor coordination.
Interpersonal Skills:
- Demonstrates the True North values. The True North values are a set of value-based behaviors that are to be consistently demonstrated and role modeled by all employees that work at NorthBay Health. The True North values principles consist of Nurture/Care, Own It, Respect Relationships, Build Trust and Hardwire Excellence. Ability to communicate effectively, accurately, and professionally with NorthBay teammates, staff, physicians, and community members.
Hours of Work:
- Hybrid schedule optional.
Compensation:
- $51 to $62 per hour based on years of experience doing the duties of the role.
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