Position Summary:
The Communications Coordinator supports the Black Cultural Zone CDC's communications efforts, working closely with the Associate Director of Media and Communications (ADMC) and assisting the Director of Development and Communications (DDC). This role focuses on content creation, media relations, social media management, and administrative support, ensuring effective communication and brand consistency across all platforms. The coordinator will contribute to the organization's public presence and support fundraising initiatives by providing essential communication resources.
Designated Teams: Signature Initiatives
- Media and Communications (Direct Support to ADMC)
- Hype Team (Community Engagement) Support
- Vibe Council Support
- Development and Communications (Direct Support to DDC)
Position Duties and Responsibilities:
Strategic Media Outreach and Earned Media Support:
- Assist in drafting press releases, media advisories, and story pitches.
- Maintain and update media contact lists and databases.
- Monitor media coverage and track media mentions.
- Support the coordination of media inquiries.
- Assist in compiling media kits and other communication materials.
- Support the creation and distribution of newsletters.
- Update organizational websites.
Social Media Management and Community Engagement:
- Schedule and publish social media content across various platforms.
- Monitor social media channels for comments, messages, and mentions, and respond appropriately.
- Assist in the creation and maintenance of social media content calendars.
- Track and analyze social media metrics and generate reports.
- Assist in managing social media advertising campaigns.
- Organize and maintain a library of social media assets.
- Assist in community engagement efforts on social media platforms.
- Ensure brand consistency across all social media channels.
- Assist in the creation and distribution of social media analytics reports.
- Support the active social listening efforts.
- Assist in the identification of brand advocates & influencers.
Content Creation and Creative Support:
- Assist in the development of compelling narratives and content for various communication channels.
- Create visual content using tools such as Canva and other graphic design software.
- Support the development of multimedia content, including reels and podcasts.
- Assist in optimizing content for searchability.
Administrative and Project Support:
- Provide general administrative support to the communications team, including scheduling meetings, managing calendars, and handling correspondence.
- Organize and maintain digital and physical files, ensuring easy access to communication materials.
- Assist in the preparation of presentations, reports, and other documents.
- Process invoices and manage communication-related expenses.
- Coordinate logistics for communication-related events and meetings.
- Respond to general inquiries and requests for information.
- Assist in the project management of team initiatives.
Hype Team and Vibe Council Support:
- Assist in the coordination and communication for Hype Team and Vibe Council activities.
- Support the logistical aspects of events and initiatives related to these teams.
- Assist in the documentation and distribution of information related to these teams.
Development and Fundraising Support (Direct Support to DDC):
- Assist in the creation of communication materials for fundraising campaigns.
- Support the creation of content for donor cultivation.
- Assist in the creation of donor reports.
Position Duties and Responsibilities:
- Liaising with team members concerning team roles, responsibilities, and areas
- Assisting in the planning and implementation of team projects and initiatives
- Helping to coordinate and manage project and initiative tasks and deliverables.
- Analyzing, presenting, and reporting on key performance indicators and progress
- Coordinating routine and non-routine tasks and activities including, but not limited to, scheduling and documenting meetings, account and vendor management, and operations support, including administration and finance support.
- Performing other duties required to support Team roles and responsibilities.
- Upholding Black Cultural Zone’s Mission and Visio
Dashboard Management and Key Performance Indicators:
- Assist in the collection, gathering, input, maintenance, and updating of performance data and statistics related to communication and social media.
- Track completion of communication-related key tasks and performance items.
- File and upload communication statistics and information into appropriate folders, dashboards, and reporting forms.
- Collects, gathers, inputs, maintains, and updates performance and other data and statistics.
- Regularly update the deliverable trackers and dashboard with accurate and current information.
- Tracks completion of key tasks and performance items.
- KPI Tracking: Files and Upload Statistics and Other Information in appropriate Folders, Dashboard, and Reporting Forms
Manages the filing and uploading of statistics and relevant information related to the completion of key tasks, audits, the status of key performance indicators, other data, and statistics in all required internal or external folders, forms, dashboards, reports, check-ins, and other documents
Implementation Briefs (Roadmap) and Improvement Plans
- Creates and Files after Approval; Updates Monthly and as Needed (i.e. New Funder)
- Takes the lead in creating, reviewing, and managing the implementation roadmap.
- Updates documents regularly, especially with changes or new funding sources.
- Review and File in Initiative/Program Folders
- Review relevant documents and ensure proper filing in initiative/program folders.
Folder Management and Deliverables Trackers (in Google Sheets and SmartSheets)
- Takes a leadership role in creating, reviewing, and managing initiative and program-related folders.
- Takes the lead in creating, reviewing, and managing initiative and program-related deliverables trackers.
Calendaring
- Calendar due dates for Priority and Required Meetings, Internal Meetings, Reports Due and Invoices Due, Contract Start and End Dates;
- Sets up Attendance Tracker; Otter; Meeting Recording and Meeting Notes
- Manages and updates calendars for various program-related deadlines and meetings.
- Set up attendance tracking systems and utilize tools like Otter for meeting documentation.
Meeting Management, Participation, and Documentation
- Attend All External and Internal Meetings Related to Relevant Initiatives/Programs
- Attend All External Meetings, as and when needed, Related to Relevant Initiatives/Programs
- Plans, prepares agenda, creates presentations, facilitates meetings, and delivers content related to role and documents meeting notes via recording and/or transcription
- Participates actively in external meetings, providing on-screen presence, taking notes, and fulfilling role requirements.
- Takes responsibility for creating and filing agendas, meeting notes, recordings, sign-in sheets, transcriptions, and other relevant documents in Appropriate Initiative/Program Folders and other designated folders.
Reporting
- Creates Report Folders and Maintains Reporting Instruction Information; Calendar Report Due Dates and Sends Timely Reminders
- Manages the filing and uploading of statistics and relevant information related to the completion of key tasks, audits, the status of key performance indicators, other data, and statistics in all required internal or external folders, forms, dashboards, reports, check-ins, and other documents.
- In Partnership with Marketing and Communications:
- Creates Initiative Briefs, One-Pagers, Updates/Achievements, Answers to FAQs, Presentations, and other forms of communication or collateral
- Gathers input and coordinated approval from the Portfolio Coordinator, Specialists, and relevant internal stakeholders for the completion of materials
- Ensures information is up-to-date and accurate, curate.
- Orients internal stakeholders to the materials.
- Ensures materials are disseminated effectively to stakeholders
- Orients stakeholders to materials KPIs and deliverables.
Policies, Processes, and Procedures
- Create, Review, Update, and implement policies, Processes, and Procedures (PPP) for the Coordinator role.
- Reviews and provides information to support other related PPPs as necessary.
Compliance and Ethics:
- Ensure that communication activities comply with relevant laws and regulations.
- Uphold ethical communication practices and principles.
