University of Waterloo

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Communications and Administrative Coordinator

Communications and Administrative Coordinator

Requisition ID 
2017-2206
Job Category  
Administration
Department 
5720 - AVP Hum Right, Equity & Inclus
Job Status 
Regular Full-Time
Hiring Range 
$48,620 - $60,775

More information about this job

Overview

The Communications and Administrative Coordinator will provide efficient and effective leadership in program execution, communications, outreach, and administrative responsibilities. They  will act as a liaison for the Associate Vice-President, Human Rights, Equity and Inclusion with diverse stakeholder groups on campus (students, staff, faculty and senior administrators) and off  (community groups, global corporations, leading universities) to promote equity and inclusion while increasing campus and community engagement, and encouraging positive relationships locally, nationally, and internationally. 
 

Responsibilities

Administrative Management 

  • Responsible for the day-to-day management and activities of the office and the various units in alignment with the Human Rights, Equity and Inclusion Coordinator 
  • Recommends changes/improvements and follow through to implementation of all technical and service matters for the physical office and its members 
  • Responsible for the management of the Associate Vice-President’s calendar and briefing materials 
  • Coordinates and schedules appointments, logistics and arrangements for internal and external meetings and travel as required 
  • Researches information, fact-checks, options, work planning for the day-to-day operations of the office
  • Conducts research on equity related matters and assists with writing reports, presentations, and projects 
  • Leads projects as assigned by the Associate Vice-President 
  • Reports on progress and performance of strategic projects and initiatives as required
  • Coordinates data collection and management for all units within the portfolio
  • Liaises with Information Systems Technology (IST) to coordinate, assign, track and resolve client initiated problem reports on behalf of the Associate Vice-President’s Office
  • Escalates complex technical issues to IST, as required

Communications Management 

  • Liaises with graphics and related services about the development of a sub brand for the unit, and subsequently creating documents, event materials, and advertising 
  • Manages, and grows the Office’s presence by undertaking an inventory and environment scan of print and digital/social current equity and inclusion players at UWaterloo and other relevant institutions 
  • Creates a website that integrates/leverages each specific unit’s current website  
  • Leads process to develop and manage an integrated communications plan that reflects a unified vision and voice for all units within the portfolio 
  • Learns new technologies and remains current on best practices in communications, promotions and brand awareness 
  • Works with central and faculty communication staff to identify, develop, and promote equity driven initiatives across campus in coordination with the Events and Engagement Coordinator 
  • Attends events and captures the event activities through social media outlets

 

Qualifications

  • University degree or equivalent experience and education. Communications, administrative and or customer service certifications considered an asset 
  • A minimum of 3 years relevant experience in communications and administrative roles
  • Demonstrated success performing duties related to administrative management, project management and/or communications management in a fast-paced office environment; experience in a university work environment is preferred
  • A minimum two years experience creating communications plans and actively engaged in social media is required 
  • Previous experience with and content knowledge of various equity seeking groups that will aid the development of programs events, materials, reports, and presentations
  • Proven ability of implementing innovative organizations and/or workflow processes 
  • Previous experience working in a customer-focused, service-oriented environment preferred 
  • Exceptional ability to multitask in a highly dynamic environment and a proven ability to manage large volumes of work, conflicting priorities, and competing deadlines
  • Collaborative team player comfortable leading as well as executing and taking constructive input from multiple sources
  • Communicates effectively, precisely and professionally with internal and external sources. Proactive in anticipating the needs of the AVP and their team members and ability to manage tight deadlines 
  • Excellent communication, problem solving, organization, creative thinking, interpersonal, technical and writing skills. Ability to think strategically and with a high capacity for work including a willingness to work flexible hours
  • The Communications and Administrative Coordinator will be a self-starter, have a strong entrepreneurial spirt, driven to engage with a wide-range of internal and external stakeholders, and will take proactive measures to enhance the profile of the office 
  • Advanced experience with Microsoft Office programs, SharePoint, Adobe Acrobat Professional, digital communications, and the Waterloo Content Management System or other data content management system