Production Coordinator in Urbana, IL at Carle Health System

Date Posted: 4/1/2021

Job Snapshot

Job Description

Position Summary:
This position will coordinate timely and cost-effective production of corporate printing; function as primary liaison with outside print vendors; setup and manage external inventories of printed materials; ensure internal projects are scheduled and tracked; provide setup and training for employees using external software for proofing, inventories, and internal project tracking software. This position will also coordinate, monitor, and ensure member materials (non-POD) are fulfilled accurately and within Compliance/federal time limits.

Bachelors Business Administration Or Five years experience in print buying/coordination, vendor relation management and online print process management.

None specified

Must also be competent using Microsoft Office and databases as they apply to business relationships and inventory.

Must have working knowledge of printing techniques, graphic design, electronic and traditional art production. Must have strong vendor/customer relation skills. Must be a team player with the ability to solve problems as they apply to business needs in a collaborative environment.

Essential Functions:

  • Creates routine and special reports regarding print projects as directed by the Communications Operations Manager.
  • Troubleshoots print scheduling/production and assists in providing solutions to disruption in normal production process as needed to keep projects moving forward.
  • Coordinates and troubleshoots corporate printing for organization from scheduling, file prep and transfer, to client and vendor interactions, to press checks, through fulfillment and project documentation. Helps develop and adhere to internal processes to ensure quality and timely production.
  • Completes quality assurance checks and press checks at vendor locations as needed.
  • Coordinates with Comm staff and external vendors to ensure materials are printed, inventoried, kitted and delivered timely and accurately thru the year to meet PHI/compliance requirements for member materials. Primary liaison between multiple print vendors and Communications for online proofing setup and functions, Medicare 508 compliance for web, online order fulfillment and materials catalogs.
  • Manages multiple corporate postal permit accounts in various cities, providing tracking and funds thru year, including projects that require special postage needs. Serves as internal reference for corporate, government and postal policies related to printed materials, mail lists and NCOA, ensuring mailings meet postal requirements for discounted rates.
  • Researches, contracts and facilitates special print-on-demand projects, ensuring materials are produced cost efficiently and timely, and meets any special state or federal requirements.
  • Processes and verifies accuracy of vendor invoices for correct accounts, and works with Admin Assistants to ensure payments are correct and timely.
  • Manages external inventories of materials, including initial contract and setup, additions, revisions, yearly updates and obsoletes. Updates Communications material archives for yearly CMS audits. Researches and orders specialty materials, marketing, or member communications materials at appropriate intervals and within budgetary constraints.

We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class.