Internal Communications and Intranet Coordinator

1.0 FTE - Day Shifts 

At Olmsted Medical Center, we value our employees and are committed to providing a comprehensive and competitive benefits package. To keep up with the evolving trends, Olmsted Medical Center offers the following for employees who are employed at a 0.5 FTE or higher.

• Medical Insurance
• Dental Insurance  
• Vision Insurance
• Basic Life Insurance
• Tuition Reimbursement
• Employer Paid Short-Term Disability and Long-Term Disability
• Adoption Assistance Plan

Qualifications:

• Bachelor’s degree in Communications or Journalism or related field required; Master’s degree preferred
• Minimum of three years’ experience in a similar position or related experience
• Experience with developing and overseeing intranet strategy, strong understanding of content management systems (non-WordPress environment), design and best practices, and basic knowledge of HTML and CSS
• Strong oral and written communication skills
• Strong understanding of employee communications as well as how an intranet fits into an overall communications strategy
• Excellent proofreading and editing skills
• Creative and outgoing
• Maintains a positive, customer service-focused attitude
• Ability and willingness to work after hours and help with events
• Problem-solving capabilities, along with sound independent judgment, and decision-making abilities
• Strong time management skills and ability to multi-task/manage multiple projects
• Excellent attention to detail and highly organized
• Ability to facilitate groups and lead meetings
• Ability to create high-quality, branded PPT for events and meetings
• Ability to work independently in a generalist role and as part of a team of people
• Understanding of how to write for and manage a business social media presence
• Healthcare and not-for-profit experience helpful

Job Responsibilities:

Internal Communications (70%)

• Supports the development of an employee communications strategy and the execution of the strategy.
• Ensures internal communication strategy is consistent and reflects the organization’s strategic vision.
• Provides strategic advice and recommendations to clinical and non-clinical areas related to internal communications, newsletters, and internal website.
• Manages internal newsletters. Includes actively working with managers, directors, and senior leadership to find news/information.
  • In some cases, may involve putting content into electronic newsletter template and emailing newsletter out.
• Ensures internal messages are communicated to employees in a clear, timely, and effective manner.
• Assists with evaluation and continuous improvement for internal communications and its impact on organizational change as well as internal customer service.
• Assists with writing articles for external publications and newsletters as well as assists with writing for social media and the external website.
• Assists with development of internal communications vehicles for various OMC initiatives including, but not limited to, intranet training programs and internal presentations.
• Shoots and edits videos.
• Takes photographs.
• Coordinates podcasting and virtual meetings (e.g., Skype, Teams, ZOOM, etc.).
• Helps with internal focus groups.
• Helps at organizational events which may include the weekend or after the traditional 8:00 AM – 5:00 PM timeframe.

Intranet (30%)

• Adheres to OMC’s Identity Standards to ensure consistency with brand development plans.
• Maintains knowledge of content management system and maintains a strong relationship with the web vendor.
• Serves as Intranet Portal Administrator working closely with the web vendor for system updates as well as coordinating technical support for any issues that come up related to the intranet.
• Leads yearly intranet strategic planning process and ensures implementation and on-time completion of goals. Ensures intranet strategic plan aligns with overall internal communications plan.
• Works with groups and/or departments who want content placed on the intranet to learn their needs and ensure information fits with the strategic goals and the organizational goals.
• Coordinates and manages the intranet as a place for information and news for OMC employees and oversees intranet guidelines and policies.
• Maintains top-level intranet pages and manages intranet infrastructure as well as posts content to other intranet pages as needed.
• Manages intranet access and terminations.
• Maintains micro-sites that are part of the intranet including, but not limited to, OMC’s Customer Service Excellence portal and the online clinician’s library website.
• Works closely with super users and content managers of the intranet to ensure they are trained on managing and updating their content as well as ensuring they are following style/design guidelines.
  • OMC’s intranet is decentralized and is successful because of the content managers who help with updating their own clinical/non-clinical pages.
• Provides training to clinicians related to using/understanding the intranet as well as helping sign up for clinician library resources.
• Pulls intranet usage reports for stakeholders and interprets the reports as needed.
• Creates forms using intranet applications.
• Facilitates intranet core team meetings including, but not limited to, setting agendas, leading meetings, and taking notes.
• Assists with writing and/or editing of intranet “billboards” and articles.
• Ensures accuracy of information before it is posted to the intranet including, but not limited to, OMC style, grammar, typos, and links.
• Assists and serves as back-up for OMC’s external website.

Other

• Performs other or similar duties as required or directed by the communications and web services manager or the vice president for marketing and philanthropy.