Job Description

Communications Coordinator Tracking Code: req879 Faculty/Department: Office of the Registrar Number of Positions: 1 Appointment Type: Limited Term 16 months Hours of Work: 35 hours per week Salary Range: Level 7 - Starting Salary, Step 1 $54,848 Posting Date: October 17, 2023 Closing Date: October 24, 2023
Job Summary: The Communications Coordinator develops and coordinates communications for all Registrars office divisions. Using various communication channels (print, web, digital, presentations, mobile, CRM etc.) this role assists in fulfilling strategic and targeted communications to prospective students. The communications coordinator ensures communications across all platforms are comprehensive, reflective of the Ontario Tech brand, targeted, timely, effective and supportive of all recruitment and retention initiatives. Nature of work:
Reporting to the Manager of Communications and Digital Recruitment, this role will work to execute the Registrars Office communication plans, and supports all perspective student communications. This role works in close collaboration with all areas, to oversee the development of an integrated communication plan to promote the university, its programs and services to future students. The incumbent will be a key factor in ensuring communications are comprehensive, consistent and reflective of university branding. Responsibilities/accountabilities: 1. Writing/Content Creation

• Consults with RO divisions, as well as various stakeholders (faculty, advising, student life, communications and marketing etc.) to develop, edit, and design content for recruitment and retention initiatives.
• Compiles, creates, curates, edits, and initiates collateral for distribution to prospective and current students, on all facets of the student journey, such as viewbook, newsletters, emails, print material etc.
• Liaises with a variety of stakeholders to establish appropriate content and communications for stakeholder needs.
• Applies university style guidelines to ensure consistent voice and tone, along with AODA compliance.
• Coordinates all components of communication campaigns for areas to ensure a cohesive approach and ensures all components are completed and ordered correctly.
• Liaises with Student Life for current student communication distribution to ensure coordination of messages to students.

2. Edit all RO targeted communications, sent directly by divisions

• Reads, edits and reviews all Registrar office communications (digital, print, web) to prospective and current students and stakeholders submitted by divisions for Ontario Tech style, brand and AODA compliance outside of projects which are being led and created from communications.

3. External Publications/Websites

• Coordinates and completes Ontario Tech submissions for multiple external publications, including but not limited to all OUAC publications and websites, SchoolFinder, Regional Dialogue etc. following the external publications style guide.
• Updates programs, admissions information and general university information.
• Adheres to timelines, guidelines, and process of external publications.
• Liaises with external publication contacts to ensure Ontario Tech is represented accurately.
• Curates and collects content to meet external requests (videos, imagery etc.) from various stakeholders (faculty, students, alumni, university areas etc.).

4. Distribution Lists Creation and Maintenance

• Ensures leads obtained from a variety of sources are entered in the CRM (Hubspot) in the appropriate format and with accurate data fields.
• Inspects lead information to provide quality control for accurate communications and distribution.
• Maintains and organizes all lead lists (over 1,000) to provide and establish a strong level of service and communications to segmented and targeted lists of leads, applicants and current students.
• Pulls applicable student lists (prospective and current) for applicable communications and sends corresponding communications.
• Informs key stakeholders of accurate list requirements for current students (all vs. undergraduate and graduate, spring/summer/fall/winter term lists etc.)
• Procures necessary specified current student lists working with all key stakeholders (IT, records, etc.)
• Regulates year-over-year contacts and lists, archives and ensures proper procedures are in place with contact data.
• Compiles all communication and event analytics for recruitment.

5. Tracks, Archives, Provides Analysis of Communications

• Compiles all communication and event analytics for recruitment.
• Delivers reports to key stakeholders on event numbers, communication analytics, key performance indicators and trends within communication data.
• Maintains all activity properties and lead scoring for prospective students.
• Researches and recommends additional communication opportunities and reach for recruiting students.
• Reports and provides tracking analytics for hyperlinks within communications.
• Edits, tracks, archives, verifies content and distributes mass current student communications, via the app, .net email accounts, and MyCampus platforms for all university areas.

6. Digital/Web Content Creation

• Updates web content, edits web content and publishes web content for all Registrar's office web pages and event pages (over 400 web pages contained in the Ontario Tech site).
• Responsible for all forms, landing pages and content for recruitment web pages and lead submissions within the CRM and CMS (MachForm), including all digital collateral for those sections (headers, copy, imagery etc.).
• Submits and maintains all content for MyCampus web platform. Establishes Student Speak Blog
• -hires student writers, edits contents, schedules content calendar, etc.
• Provides web support and assistance to RO web contributors.
• Compiles, creates, curates, edits, and initiates collateral for all RO websites/communications for prospective and current students, on all facets of the student journey, such as video, copy, webinars etc.
• Coordinates all components of digital communication campaigns for areas to ensure a cohesive approach and ensures all components are completed and ordered correctly.

Required Skills:

• Proficiency in using advanced features associated with the current versions of Word, Excel, Adobe, Photoshop, video editing software and PowerPoint required
• Exceptional writing ability (and ability to write in a variety of ways)
• Superior organizational/multi-tasking and problem-solving skills
• Strong research, interviewing, fact-checking and proofreading skills
• Demonstrated oral and written communication skills
• An ability to adapt to changing priorities and projects
• Ability to work effectively and professionally with people at all levels both inside and outside of the university
• Client-centric and thorough understanding of target audience expectations
  Adaptable and flexible with changing technology and communication platforms
• Editing and writing requires multiple hours of focused and diligent work
• When participating in events, may be required to move equipment or boxes of recruitment materials (under 50 pounds)

Required Education:

• Minimum three-year diploma or degree in Communications, Journalism, English, Public Relations or related field
• Undergraduate degree in a related discipline is strongly preferred

• 
  Verification of Academic credentials may be required

Required Experience:

• Minimum 1 to 3 years of experience in a communications or editorial role
• Solid grasp of CP Style and AODA compliance
• Excellent understanding of media relations practices
• Customer-relationship management system knowledge required
• CMS and web knowledge required

Note: Each candidate will be required to do a writing assessment as part of the selection process. How to Apply: Interested candidates should submit in electronic format a covering letter and their resume. Applications will be accepted until October 24, 2023 or until a suitable candidate is found. We appreciate all applications received; however, only those candidates selected for an interview will be contacted. This position falls within the bargaining unit represented by the Ontario Public Service Employees Union (OPSEU) and will be subject to the terms and conditions of the collective agreement between the university and the OPSEU. To the extent that policies are not included in the collective agreement, employment will also be governed by the universitys policies which may also be found on our website https://ontariotechu.ca and which may be amended from time-to-time. Ontario Tech University is an equal opportunity employer and welcomes applications from all qualified candidates, while especially encouraging applications from women, members of visible minorities, Indigenous peoples, persons with disabilities, and persons of any sexual orientation, gender identity, and gender expression. All qualified candidates are encouraged to apply; however, Canadian citizens, permanent residents and Indigenous Peoples in Canada will be given priority.
Ontario Tech University respects people's different needs and therefore will take all reasonable steps to ensure accommodation for applicants where appropriate. The University is also committed to ensuring that confidentiality is maintained throughout all aspects of the recruitment cycle.

If you require accommodation, please contact Julie Day, Health and Disability Management Specialist. For more information about the universities policies for accommodating employees with disabilities please review the universitys Accessibility Policy The university acknowledges the lands and people of the Mississaugas of Scugog Island First Nation which is covered under the Williams Treaties. We are situated on the Traditional Territory of the Mississaugas, a branch of the greater Anishinaabeg Nation which includes Algonquin, Ojibway, Odawa and Pottawatomi. Job Location: Oshawa, Ontario, Canada Expected Start Date: 11/1/2023 Expected End Date: 2/28/2025