TCPS Communications Coordinator/Executive Assistant

JOB SUMMARY:

The Communications Coordinator/Executive Assistant is responsible for a wide range of duties to support the mission of the TCPS and communicate effectively to both internal and external stakeholders. Working under direction, the coordinator:

• develops and distributes communications materials for the Tennessee Center for Patient Safety (TCPS) and its programs, including marketing materials and social media postings;
• sends out the weekly electronic newsletter and maintains the department’s websites;
• works closely with other THA departments to align efforts with THA’s overall strategy and branding as well as event coordination;
• is responsible for the logistics and coordination of department meetings and events; and
• provides administrative assistance to the TCPS staff, which entails meeting planning, calendar management, running webinars and record maintenance.

ESSENTIAL FUNCTIONS OF THE JOB:

1. The ability to adapt to a changing work environment and meet challenges presented throughout the day.
2. Formats, revises and distributes the weekly TCPS electronic newsletter.
3. Maintains the TCPS website.
4. Creates and distributes marketing materials and social media postings for TCPS programs, campaigns and events.
5. Prepares and distributes electronic letters and memos to targeted audiences.
6. Takes photos and videos of TCPS events for publications and social media.
7. Assists with TCPS sections of THA reports, publications and website.
8. Writes content for the TCPS newsletter and website.
9. Assists with identifying potential success stories and best practices.
10. Works with the Marketing and Communications Department to promote national campaigns/recognitions days and weeks.
11. Provides administrative assistance to TCPS staff.
12. Corresponds regularly with THA members by phone and email.
13. Maintains the TCPS calendar, scheduling events/rooms/virtual platforms avoiding conflicts within the department, THA and partner organization events.
14. Manages logistics for meetings and education events (in person and virtual), including marketing memos, registration, room reservations, catering and administrative tasks.
15. Maintains various records, including attendee lists, expense reimbursements and the like.
16. Pulls information from THA contacts database and provides info for updating the database. Maintains additional contact lists, as needed.
17. Schedules appointments, meetings and room reservations.
18. Assists other TCPS staff with various administrative functions.
19. Schedules and runs webinars and virtual meetings. Coordinates logistics, provides technical/platform support during meetings and distributes follow-up materials.
20. Prepares purchase orders, expense forms and check requests.
21. Builds and administers surveys in Survey Monkey.
22. Must be available in the office during regular office hours, unless job responsibilities require otherwise, or hybrid work arrangement is in place.
23. Must be available for out-of-town travel approximately 4 percent of the time, including overnight, be able to drive an automobile and maintain a valid driver’s license.

MARGINAL JOB FUNCTIONS:

1. Fills in at the company switchboard when needed
2. Assigned responsibilities at THA Annual Meeting.