Marketing, Referral & CRM Coordinator

Job title: Marketing, Referral & CRM Coordinator

Type of employment: Part-time

Shift Schedule: 10:00 AM - 2:00 PM EST

High-level summary

Support the company’s growth through healthcare marketing, referral outreach, graphic design, CRM management, website updates, presentation development, and marketing project coordination.

This role combines creative execution with relationship-building and organized follow-up. The person in this position will create professional marketing materials, maintain referral and CRM databases, communicate with referral partners, support referral campaigns, update website content, create presentations, and help keep marketing projects organized.

The ideal candidate has healthcare marketing experience, strong visual design skills, professional communication ability, CRM experience, and the ability to independently manage multiple marketing and outreach projects.

About the Company:

The company provides autism-related healthcare and developmental disability services, including ABA and Autism Waiver programs.

As the organization expands its programs, it is investing in stronger referral relationships, improved marketing materials, structured CRM processes, and a stronger digital presence to increase awareness and generate new client referrals.

Company core values:

• Accuracy and compliance — committed to maintaining complete, accurate, and up-to-date provider and program documentation.
• Confidentiality — protects sensitive healthcare, provider, and organizational information with professionalism and discretion.
• Accountability — takes ownership of applications, deadlines, follow-ups, and outstanding requirements.
• Organization and consistency — values structured processes, accurate tracking, and reliable execution.
• Proactive collaboration — communicates regularly with internal staff, providers, payers, and referral sources to keep processes moving.

Core Responsibilities

Graphic Design & Marketing Materials

Create professional materials including:

• Flyers

• Brochures

• Referral packets

• Program one-pagers

• Digital graphics

• Email marketing materials

• Recruiting materials

• Community outreach materials

• Program launch materials

• Branded templates

• Maintain consistent branding across company materials.
• Create professional Canva designs.
• Develop materials for ABA, Behavioral Health, Autism Waiver, recruiting, and other company initiatives.
• Maintain reusable templates.
• Prepare materials for events, referral campaigns, presentations, meetings, and program launches.

Referral Marketing & Outreach

• Develop referral campaigns targeting service coordinators, case managers, families, healthcare providers, schools, community organizations, and referral partners.
• Write professional outreach and follow-up emails.
• Prepare referral packets and program information.
• Conduct virtual outreach to service coordinators and referral partners.
• Make outreach calls when appropriate.
• Support campaigns designed to increase client referrals.
• Maintain professional relationships with referral contacts.
• Coordinate with operations to confirm referral partners receive accurate and current information.
• Research potential referral sources and organizations.
• Support local outreach initiatives by preparing materials and information for on-site representatives.

CRM Management

• Maintain and organize the company CRM.
• Enter and update referral sources, service coordinators, case managers, community contacts, prospects, and partners.
• Track outreach activity and follow-up dates.
• Maintain accurate contact records.
• Develop structured follow-up workflows.
• Track referral activity from initial outreach through conversion.
• Generate CRM reports.
• Maintain visibility into active prospects, follow-ups, and referral opportunities.

Website Management

• Maintain and update website content.
• Update program descriptions and service information.
• Keep company information accurate and current.
• Coordinate website improvements.
• Create or update program landing pages.
• Maintain professional presentation of website content.
• Support basic SEO and digital marketing initiatives.
• Work within website platforms such as WordPress or similar content management systems.

Presentation Development

Create professional presentations for:

• Payer meetings
• Service coordinators
• Community partners
• Referral sources
• Business development
• Internal meetings
• Recruiting
• Program launches

Responsibilities include:

• Turn leadership notes and information into polished PowerPoint or Google Slides presentations.
• Maintain branded presentation templates.
• Prepare presentation materials for virtual meetings.
• Present company programs virtually when needed and communicate program information clearly to external stakeholders.

Marketing Project Management

• Maintain marketing calendars.
• Track campaigns, deliverables, and deadlines.
• Maintain an organized digital asset library.
• Coordinate print materials.
• Support new program launches.
• Manage multiple marketing projects simultaneously.
• Track outstanding tasks and follow-ups.
• Provide progress updates to management.

Required Qualifications

• Professional marketing experience within healthcare, behavioral health, disability services, or a related healthcare environment.
• Strong Canva skills and visual design ability.
• Portfolio demonstrating previous marketing work.
• Experience creating marketing collateral such as flyers, brochures, presentations, digital graphics, or referral materials.
• CRM experience.
• Referral outreach, business development, community outreach, or relationship-management experience.
• Website content-management experience.
• Strong PowerPoint and/or Google Slides skills.
• Strong written and verbal English communication.
• Comfortable communicating directly with service coordinators, referral partners, healthcare professionals, and community organizations.
• Strong organization and project-management ability.
• Ability to independently manage multiple campaigns and projects.
  
  

Preferred Qualifications

• ABA, autism services, behavioral health, or developmental disability marketing experience.
• WordPress experience.
• Basic SEO knowledge.
• Experience managing healthcare referral campaigns.
• Experience tracking referral sources and conversions through a CRM.
• Experience presenting services virtually to external stakeholders.
• Experience supporting healthcare program launches.
• Familiarity with AI tools for marketing, research, content development, or productivity.