Communications Co-ordinator

The Communications Co-ordinator works collaboratively with and assists the Editor/Manager to effectively communicate with the University community, clients of the Office of the Registrar (RO), other academic support departments, and student support services on campus.

This role acts as the web content co-ordinator for several large-scale websites within the RO, is responsible for the co-ordination of mass email communications to undergraduate students (approximately 38,000) and employees, and assists the Editor with the annual production of the Undergraduate Studies Academic Calendar.

Responsibilities

Mass Emails and Information Distribution

• Co-ordinates all aspects of mass email communications: drafting, obtaining approvals, generating electronic extracts from the student information system using query tools, testing, ensuring quality control, deploying, and reviewing analytical data
• Shares approved communications on websites, as appropriate
• Acts on requests from campus stakeholders submitted to [email protected] (Mailman) and updating the membership lists as required; responsible for training new stakeholders on the processes and procedures for using the listserv
• Responds to all generic email accounts that support our websites
• Assists the Editor/Manager with the monthly production of an employee newsletter

Web Content Co-ordination

• Maintains an editorial calendar for websites within the RO: Registrar’s Office, Quest, Undergraduate Studies Forms, Student Awards and Financial Aid, Registrar Resources, Important Dates, Registrar’s Team Guidelines; Advisors Resources (co-owned with Student Success Office)
• Assists the Editor in identifying new content opportunities
• Performs routine maintenance on websites to ensure all online content is up-to-date and accurate, error free (quality control); working closely with various content stakeholders to keep content current or to create new content/build new web forms
• Completes recommended changes, inventory, design, preparation of forms (web accessible fill-in PDF forms or online web forms) for use by the RO (and any forms used shared with Graduate Studies and Postdoctoral Affairs); consults with the Student Service Centre when applicable
• Assists in updating and disseminating important date information displayed on the web (e.g., the student Portal, the Daily Bulletin, the UWaterloo home page, social media)

Undergraduate Studies Academic Calendar

• Assists the Editor by ensuring the materials submitted by Calendar representatives are accurate, grammatically correct, and compliant with accessibility legislation and Waterloo style guidelines
• Shares responsibility for the production of training and procedural documentation, and helpful resources for Calendar representatives
• Conducts training sessions, and is a point of contact for inquiries, troubleshooting, and solving problems that originate from Calendar representatives
• Completes requests received to update the Calendar structure
• Sets permissions and access of staff/faculty using the software

Communication Special Projects

• Assists the Editor/Manager when communication needs are identified in special projects within the RO.

Qualifications

• Post-secondary education and/or a combination of education and work experience
• 1-2 years’ experience in a role where written communications is a key accountability
• Experience and knowledge of producing accessible web content and accessibility requirements(AODA)
• Demonstrably effective writing, editing, and proofreading skills for content in a range of styles
• Strong attention to detail, planning, and co-ordination skills
• Excellent interpersonal communication skills for varied audiences
• Strong workflow and prioritization skills to manage multiple and conflicting deadlines
• Good project management skills
• Advanced: MS Office suite of products (Word, Excel, PowerPoint)
• Advanced: Adobe Professional
• Intermediate: web content management (Drupal, HTML)
• Familiarity with disseminating emails via a mass email platform (e.g., Groupmail)
• Knowledge of curriculum approval processes is an asset

Vaccination Requirement Statement

All employees and students of the University of Waterloo are required to provide proof of being fully vaccinated or have an approved accommodation, in order to come to campus. You can provide proof of vaccination or apply for an accommodation on our Campus Check-in website. For more information, please refer to the University of Waterloo website: Vaccination Requirement.

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, Métis and/or Inuit/Inuk, 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 [email protected] or 519-888-4567, ext. 45935.