Marketing Coordinator
18 days ago
Rochester
Job DescriptionRole Overview The Marketing Coordinator is a hybrid role at the heart of Quatela's integrated marketing team — equal parts on-the-ground content capture and operational hub. This person is responsible for capturing the in-clinic moments that fuel our brand presence across plastic surgery, medical spa, longevity, and hair restoration, and for keeping the day-to-day marketing operation running smoothly across project intake, scheduling, and recurring execution tasks. This role is built for someone who is genuinely energized by both sides of the work: the creative scrappiness of capturing a clean before-and-after, a quick physician talking-head, or a procedural moment between clinic appointments — and the satisfaction of keeping a complex, multi-brand marketing department organized and on track. The Marketing Coordinator works closely with the Marketing Director and Creative Services Manager, and partners directly with physicians, injectors, and clinical staff. The ideal candidate is organized, proactive, and comfortable moving between a clinic hallway and a desk. They have a sharp eye, sound judgment about what's brand-appropriate, and the discretion required to work in a premium medical aesthetics environment. Key Responsibilities The role is split roughly in half between content capture and marketing operations, with a smaller share dedicated to team and meeting support. 1. Content Capture & Coordination (approximately 50% of role) The Marketing Coordinator owns content capture — filming, photographing, and on-site coordination. The Creative Services Manager owns editing, posting, and content calendar execution. The Coordinator hands raw content off for editing and publishing. Planning & Coordination • Schedule content capture sessions based on outcomes from monthly content meetings, • Create and share educational video outlines (hooks, talking points, structure) with physicians and providers, • Coordinate scheduling of bi-monthly podcast recording sessions with physicians and vendor Content Production • Own all in-clinic content capture across plastic surgery, medical spa, longevity, and hair restoration brands, including:, • Before-and-after photography, • Physician talking-head video, • Procedural footage, • Additional treatment-related content, • Coordinate with physicians, injectors, and clinical staff for capture sessions, including scheduling, room setup, and patient consent confirmation Publishing Support • Post real-time, in-the-moment content to Stories across all brand channels, • Upload all raw content into Forecast for editing (assigned to the Creative Services Manager), • Flag high-performing before-and-after opportunities for future polished posts Physician Personal Page Support (capped at 5 hours per week) • Edit and post personal-brand content for individual physicians using raw footage or images they have captured themselves, • Apply consistent brand treatment to physician-submitted content, • Maintain clear documentation of submitted content, turnaround times, and posting schedules Brand & Consent Stewardship • Operate within established patient consent and HIPAA-compliant communication practices, with awareness of the distinction between practice-channel use and individual physician page use, • Flag content requests that fall outside consent parameters or brand standards to the Marketing Director before capture or posting 1. Marketing Operations & Traffic Management (approximately 40% of role) Project Coordination • Own the intake process for incoming marketing requests, ensuring each is properly logged, scoped, prioritized, and routed, • Maintain and update team schedules in Forecast, reflecting accurate daily and weekly workloads for the Marketing Director and Creative Services Manager, • Proactively identify scheduling conflicts, capacity issues, or timeline risks and flag them before they become problems, • Track project progress across active initiatives, following up with internal stakeholders and other departments to keep deliverables on schedule, • Coordinate with departments across the organization to manage incoming marketing requests, set realistic expectations, and communicate status updates Asset & Content Operations Support • Organize and maintain digital asset libraries, ensuring captured and edited content is properly filed, labeled, and accessible to the full team, • Support social media community management as needed, including flagging comments or inquiries for team review, • Support content repurposing workflows, helping to distribute and adapt approved content across platforms according to established templates and guidelines Website & Email Operations • Execute recurring website updates, including before-and-after photo uploads to website and staff sales tools (iPads), staff bios, and other routine content maintenance across all three brand sites, • Support email marketing workflows, including list preparation, scheduling coordination, and deployment of approved campaigns within established automation systems, • Maintain organized records of marketing activities, vendor contacts, project documentation, and campaign assets, • Assist with vendor coordination for routine matters under the direction of the Marketing Director 1. Team & Meeting Support (approximately 10% of role) • Prepare agendas, notes, and follow-up documentation for weekly marketing L10 meetings in support of the Marketing Director, • Track issues, to-dos, and rocks from L10 meetings, ensuring accountability items are documented and followed up on between sessions, • Attend monthly content meetings alongside the Creative Services Manager, • Serve as a reliable point of coordination between the marketing team and other internal departments, • Support the onboarding of new processes, tools, or workflows as the marketing team evolves Required Characteristics & AttributesContent Capture Competencies • Working proficiency with smartphone video capture, basic lighting, and audio (external microphone use), • A trained eye for composition, lighting, and brand consistency — knows what "looks Quatela" and what doesn't, • Comfort directing busy physicians and clinical staff through quick capture sessions with professionalism and warmth, • Sound editorial judgment about what content belongs on a practice channel versus a personal page, and what shouldn't be captured at all, • Familiarity with Instagram Stories, basic in-platform editing, and real-time posting workflowsRequired Characteristics & AttributesOrganizational & Operational Competencies, • Exceptional organizational skills with the ability to manage multiple projects, deadlines, and stakeholders simultaneously without things falling through the cracks, • Comfort with project management and resourcing tools — experience with Forecast, Harvest, or similar platforms strongly preferred, • Strong attention to detail with a commitment to accuracy in all tasks, from scheduling updates to website content and asset management, • Proactive communication style — keeps the team informed, asks clarifying questions early, and surfaces issues before they escalateInterpersonal & Professional Qualities, • Collaborative team player who thrives in a coordinating role and finds satisfaction in enabling others to do their best work, • Clear and professional written and verbal communication, with the ability to represent the marketing team across departments and with physicians, • Discretion and sensitivity when working with patient-related content, scheduling, and communications in a premium healthcare environment, • Reliability and follow-through — a track record of meeting deadlines and honoring commitments, • Comfort being the steady, calm presence between busy physicians and a planned marketing processGrowth Orientation, • Genuine curiosity about marketing, content creation, and healthcare brand strategy, • Openness to learning new platforms, tools, and responsibilities as the role evolves, • Willingness to operate within established systems and processes while contributing ideas for improvement, • Comfort working in a structured, accountability-driven environment consistent with EOS (Entrepreneurial Operating System) principles Industry Alignment, • Appreciation for premium brand standards and the care required when marketing in a medical aesthetics environment, • Understanding of patient privacy, professional discretion, and HIPAA-compliant communication practices (training provided), • Customer-first mindset that recognizes how operational excellence directly impacts the patient experience Benefits • Medical Insurance, • Dental Insurance, • Vision Insurance, • FSA- Flexible Spending Account, • HSA – Health Savings Account, • Life Insurance – Employer paid- 1.5x annual pay, • Paid Family Leave, • 3-Weeks Paid Vacation annually, • 401k Safe Harbor Plan (after 60 days), • 10 paid Holidays, • Employee Discounts, • Work Anniversary Milestones- Employee Bonus -1 year/5 year/15 year/20 year/25 yearExperience One to three years of experience in a marketing coordinator, content production, social media, or comparable role is preferred. Healthcare or medical aesthetics experience is a plus but not required. This role offers meaningful professional growth within an established, high-performing marketing team at one of the region's most respected medical aesthetics practices. The Marketing Coordinator will gain broad exposure to multi-brand marketing strategy, content production, and healthcare marketing operations — with clear opportunities to develop and advance over time. Note: All duties and responsibilities stated are essential job functions. Staff members may be required to perform additional job-related duties as assigned by management. It is the policy of Rhino Administrative Services, LLC, to provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information or any other protected characteristic under applicable law.
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