Who we are? As the world's largest organization of board-certified pathologists and leading provider of laboratory accreditation and proficiency testing programs, the College of American Pathologists (CAP) serves patients, pathologists, and the public by fostering and advocating excellence in the practice of pathology and laboratory medicine worldwide.

Our Culture

• CAP employees make a meaningful difference by partnering with colleagues customers and members on challenging and rewarding work

• CAP provides its employees with an energetic and collaborative work environment and encourage opportunities to further develop their skills—offering reimbursement for educational programs and participation in events that enhance your skills

• We offer a generous compensation and benefits package, 401K, and more -- visit Careers at the CAP (https://www.cap.org/careers-at-the-cap) for more details

  Administrative Coordinator Strategic Communications and Marketing

FLSA: NE

Brief Description

The Administrative Coordinator, Strategic Communications and Marketing is responsible for providing comprehensive administrative support to the Strategic Communications and Marketing department. This role includes supporting business functions, coordinating trade show logistics, supporting various marketing and communication initiatives, and coordinating budgeting and financial tracking.

Source of Supervision

Reports directly to: Senior Vice President, Strategic Communications & Marketing.

Direction Exercised

Demonstrates people manager expectations as described in the CAP People Manager Expectations document, found in Reliance.

Supervises: None

Specific Duties

Primary duties and responsibilities:

• Administrative Support:

• Provide direct administrative support to the Strategic Communications and Marketing team.

• Schedule departmental meetings and assist with travel arrangements as needed.

• Prepare and disseminate reports, presentations, and other communication materials.

• Manage workflow of administrative tasks and special assignments to ensure that departmental turnaround time, goals, and standards are met.

• Identify, develop and improve administrative processes and procedures.

• Initiate Reporting Unit requests, including service tickets, temporary help, and space and meeting requests.

• Periodically educate leadership on key processes they should understand (examples: staff transfers, Reliance document updates, contracting)

• Onboarding/Offboarding of RU staff in partnership with appropriate people manager.

• Trade Show Coordination:

• Assist in planning and executing trade show logistics, including securing venues, coordinating materials, and managing on-site support.

• Ensure all trade show assets are in good condition and maintain an inventory of these assets.

• Distribute any necessary follow-up materials post-events and ensure that any customer or member leads are triaged to the appropriate staff.

• Marketing Support:

• Collaborate with Strategic Communications and Marketing team members to support various campaigns and initiatives.

• Assist in the planning and execution of promotional webinars and other events.

• Manage systems and tools, including SharePoint and other project management solutions.

• Communication and Coordination:

• Act as a liaison between the Strategic Communications and Marketing department and other internal and external stakeholders.

• Ensure clear and effective communication across all levels of the organization.

• Support the development and implementation of scalable processes and best practices.

• Budgeting and Financial Tracking:

• Assist in the preparation and monitoring of the department's budget.

• Track expenses and ensure adherence to budgetary constraints.

• Prepare financial reports and provide insights on budget performance.

• Coordinate with the finance department to ensure accurate financial reporting and compliance.

  Contacts

Interacts and has contact with:

• Strategic Communications and Marketing team members

• Internal stakeholders

• External vendors and partners

  Knowledge/Skills Required/Preferred

Personal:

• Strong organizational skills with the ability to manage multiple projects in a fast-paced environment.

• Excellent communication and interpersonal skills.

• Ability to work independently and as part of a team.

• Strong problem-solving skills and attention to detail.

Professional:

• Excellent understanding of business practices and office procedures.

• Excellent commitment to providing service. Excellent service orientation.

Technical:

• Manage systems and tools, including SharePoint and other project management solutions.

  Education/Experience

Education

• College degree preferred, High School graduate.

Experience

• Minimum of 3-5 years of administrative experience, preferably in a marketing or communications environment.

• Experience in trade show planning and execution preferred.

• Proficiency with Microsoft Office Suite (Excel, Word, PowerPoint) and other relevant software.

  Additional Criteria

  Note: Occasional travel (<10%, including weekends) may be required to support trade shows and other events.

  “The College of American Pathologists requires all new hires in customer-facing roles to be fully vaccinated for COVID-19 prior to the first date of employment. If you are unsure whether this position is customer-facing, please inquire with Human Resources. As required by applicable law, The College of American Pathologists will consider requests for Reasonable Accommodations.”

  Equal Opportunity Employer The CAP is an equal opportunity/affirmative action employer, providing equal employment opportunities (EEO) to all employees and qualified applicants for employment without regard to race, creed, color, religion, sex, gender identity and/or expression, national origin, age, ancestry, disability or genetic information, military status, sexual orientation, marital status, citizenship status, order of protection status, homelessness, or any other characteristic protected by federal law and the applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. Applicants have rights under Federal Employment Laws: Family and Medical Leave Act Equal Employment Opportunity Employee Polygraph Protection Act

Job Details

Travel Required Yes

Travel Percentage 10