• Media/Traffic Coordinator, Development Communications

    Location US-MA-Brookline
    Job Posted Date 4 weeks ago(6/20/2018 8:21 AM)
    Job ID
    full time
  • Overview

    Located in Boston and the surrounding communities, Dana-Farber Cancer Institute brings together world renowned clinicians, innovative researchers and dedicated professionals, allies in the common mission of conquering cancer, HIV/AIDS and related diseases. Combining extremely talented people with the best technologies in a genuinely positive environment, we provide compassionate and comprehensive care to patients of all ages; we conduct research that advances treatment; we educate tomorrow's physician/researchers; we reach out to underserved members of our community; and we work with amazing partners, including other Harvard Medical School-affiliated hospitals.



    The Media/Traffic Coordinator works with the Assistant Director, Marketing Operations to provide logistic, administrative, production, and project support for the Development Communications and Online Marketing teams.


    Embody Dana-Farber’s Core Values: Impact; Excellence; Compassion & Respect; and Discovery every day. Add value to the Dana-Farber community by seeking opportunities to collaborate across the Institute. Foster an ethical, positive, results-oriented culture founded on open communication. 


    Responsible for assisting the entire Division with reaching financial goals.



    • Work with all members of Development Communications and Online Marketing teams to monitor project workflow, and implement schedule adjustments, ensuring all project team members are aware of deadlines and priorities
      • Run weekly production meetings for Development Communications and Online Marketing teams, focusing on specific weekly goals, follows up with team members throughout the week.
      • Assist in managing project log (QuickBase); review, track and report team accomplishments on a quarterly basis
      • Assist in COFR/PCOFR reporting and analysis, including pulling hours billed to BU programs and events, facilitating Fiscal year-end Development Communications and Online Marketing project/hour reporting for submission to the Fiscal & Regulatory Management team, and tracking year over year trends
      • Meet regularly with team members to help proactively schedule jobs, keep project log up-to-date, and ensure project deadlines are met
      • Coordinate intake for all new projects, working with writers/account managers to gather project details and communicating that information to the Creative Director or Director, Online Marketing to assign project team members
      • Collaborate with team members to ensure that work is proceeding on time and according to specifications, and deliveries are made to the appropriate business units
    • Maintain division-wide mailings calendar, working with contacts in each business unit and in Communications to gather data for, coordinate, and track 500-plus print and electronic mailings per year; proactively suggest alternate mail dates to alleviate potential conflicts
      • Work with Dev IS and Communications teams to collect timely and accurate mailing lists to send to mail houses
      • Coordinate and troubleshoot mailing list requests for all Communications’ mailings
    • Serve as primary contact with advertising vendors, including:
      • Securing media buys and gifts
      • Negotiating rates and completing invoices
      • Make recommendations based on previous advertising campaign results
      • Securing ad specs
      • Communicating details to writers/account managers and designers
      • Ensuring timely submission of artwork
    • Research new media outlets, including outdoor space, printed publications, and online advertising space
    • Work with Account Managers to create media advertising rotations for all Business Units.
    • Create and maintain schedules and specs for internal working mechanicals for advertising media.


    Reports to Assistant Director, Marketing Operations. Works with a team of writers/account managers, graphic designers, and web/email producers. Has no direct supervisory responsibilities, but the position is programmatic in nature and a considerable amount of autonomy in decision-making and completing work-related tasks is required.



    Bachelor’s Degree required, 2-4 years experience, with prior project management or media-buying experience in print, video, advertising, and online media.



    Excellent customer service, and communications skills required. Strong organizational abilities and attention to detail also required, with proven capability to manage multiple projects and meet deadlines. Literacy in word processing and project management software is necessary.






    Work station in typical office setting. Works on deadline. Some use of personal vehicle for business purposes may be required.


    Dana-Farber Cancer Institute is an equal opportunity employer and affirms the right of every qualified applicant to receive consideration for employment without regard to race, color, religion, sex, gender identity or expression, national origin, sexual orientation, genetic information, disability, age, ancestry, military service, protected veteran status, or other groups as protected by law.


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