Job Description

Overview:
The Communications Officer is responsible for developing, implementing, and evaluating communications, professional events, and engagement strategies that advance the goals and reputation of the University of Waterloo Staff Association (UWSA) in representing staff members across all campuses. The Communications Officer is also accountable for information management of UWSA records and ensuring the smooth internal communication of information critical to the Association\xe2\x80\x99s day-to-day operations. The Communications Officer reports to the UWSA President but may also provide support to UWSA Directors, committee chairs, and the Operations Team. Director roles are elected or appointed approximately every three years and the President role is elected every year. Responsibilities:
Communications Strategy

• Leads the ongoing development of the UWSA\xe2\x80\x99s brand positioning, voice, and key messaging
• Develops and implements a comprehensive communications strategy that raises awareness and advances the goals of the UWSA
• Develops and manages a multi-channel, integrated communications plan and communications guidelines to implement the communications strategy
• Identifies and advises on strategic and sensitive communications decisions
• Prepares and manages the UWSA\xe2\x80\x99s communications budget
• Monitors and reports on metrics for digital communications; applies research-based decision making to improve content to meet user and organizational needs
• Investigates and learns new technologies as required; remains current on technical and design trends and best practices in communications
• Routinely assesses the UWSA\xe2\x80\x99s communications strategies, tools, and infrastructure and recommends improvements

Content creation and management

• Develops and manages an integrated editorial calendar for the UWSA, including print, web, and other digital media platforms
• Creates and reviews UWSA communications including communications attributed to the UWSA President, Board of Directors, the Association, etc.
• Develops and maintains UWSA website, assesses website for usability, redundancy and overall functionality and makes recommendations for improvements
• Monitors website analytics and makes revisions as needed to optimize site for user needs
• Leads the production of the UWSA\xe2\x80\x99s communications to staff members and the public
• Safeguards the UWSA\xe2\x80\x99s reputation and relationships (and the University, in the case of joint initiatives) by ensuring the consistency, clarity, accuracy, and accessibility of communications, and compliance with University guidelines when required
• Provides writing and editing support across the UWSA to ensure high quality and consistent messaging
• Exercises high degree of confidentiality regarding UWSA information, documentation, and records
• Exercises high level of autonomy and independent judgement relating to highly sensitive situations, social media content, and member communication to safeguard the reputation and relationships of the UWSA
• Maintains thorough knowledge of the UWSA\xe2\x80\x99s activities and priorities, post-secondary sector news and trends, and University policies and procedures, and translates these into compelling content
• Supports and educates Board, committee members and Operations staff to produce content for UWSA channels; reviews all such communications and bears overall responsibility for all such communications
• Develops visual marketing materials such as posters, slideshows, and social media images, complying with University guidelines when required

Information Management

• Advises on information technology issues and opportunities and serves as IST liaison for the
  association, escalating technical issues to IST when required
• Develops and implements, in consultation with the Operations Team information management
  tools and systems to maintain UWSA records and facilitate internal communications
• Manages and maintains all UWSA records and information
• Develops and maintains processes to create and manage member data and fulfill statistical and benchmark report requests
• Maintains and controls the circulation of confidential documents and files
• Advises on requirements to improve the technical and service matters for the physical office and its members
• Leads special projects as assigned by the President
• Liaises with other staff associations and unions to identify and recommend member engagement best practices

Event Planning and Management

• Coordinates Annual and Special Meetings and Board and Presidential elections
• Collaborates with UWSA President, UWSA staff, Board and committee members to develop a program of meetings, trainings, workshops, and other workplace events that meet the needs of staff and build engagement with the UWSA
• Ensures that events and meetings are planned, managed, and delivered effectively and efficiently, including hosting or co-hosting
• Ensures President is informed of all pertinent (or possible) event issues
• Promotes UWSA events to staff and other audiences as appropriate, working with staff in University Communications and Community Relations and Events as required
• Researches and uses appropriate tools to manage events and event registration
• Evaluates and reports on event success
• Creates financial report for events where applicable

Other

• Leads special Projects as assigned by the President
• Other duties as required

Qualifications:

• University degree or equivalent combination of education and experience in a field related to communications or labour relations
• Post-graduate education is an asset
• Minimum 3-5 years of experience in a communications role, preferably in the not-for-profit sector, with a proven record of developing communications strategies and creating content for multiple channels
• Minimum 3\xe2\x80\x935 years of experience using web-based platforms to create and maintain web content (e.g., web content management systems, social media accounts)
• Minimum 1\xe2\x80\x933 years of experience planning and executing meetings and events
• Demonstrated understanding of best practices in information architecture, web accessibility, social media, content strategy, and writing for the web/digital media
• Understanding of the university environment, structure and policies affecting staff is strongly preferred
• Demonstrated knowledge of legal obligations of not for profit corporation and university setting (i.e. FIPPA, ONCA etc.)
• Knowledge of design and print production process is an asset
• Demonstrated ability to independently create and edit effective content consistent with the quality and standard expected of University-level communications
• Demonstrated ability to use and adapt technological solutions to improve processes
• Strong organization skills, including a disciplined approach to project management with exceptional attention to detail and accuracy
• Commitment to and solid knowledge of human rights, equity, inclusion, and justice issues
• Understanding of the foundations of labour relations
• Independent judgment in areas of time management, task prioritization and decision-making
• Experience with web content management systems
• Proficiency with Microsoft Outlook, word processing, spreadsheet, and presentation software
• Intermediate-level graphic design and image editing skills
• Familiarity with HTML, WCMS, survey tools, and CSS
• Familiarity with and ability to set up and troubleshoot basic audio-visual equipment is an asset
• Ability to build consensus, work collaboratively, and foster teamwork among diverse staff members located on multiple campuses
• Ability to exercise judgement and discretion when handling confidential situations
• Ability to make reasonable estimates of resource needs to complete projects
• Ability to learn new software quickly
• Advanced level of all Office products, including Sharepoint
• This position is hybrid \xe2\x80\x93 both main (Waterloo) campus and remote office work, with frequent meetings (online and in person) and competing priorities
• The role occasionally requires travel to all UW campuses and off-campus locations, as well as extended and/or non-traditional hours in order to set up, oversee and take down events both on and off campus

Equity Statement:
The University of Waterloo is committed to implementing the Calls to Action framed by the Truth and Reconciliation Commission. We acknowledge that we live and work on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. The University of Waterloo is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River.


The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, M\xc3\xa9tis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.


All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.


The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at hrhelp@uwaterloo.ca or 519-888-4567, ext. 45935.