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Communications Coordinator

About Queen's University

Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.

We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as women, racialized/visible minorities, Indigenous/Aboriginal peoples, persons with a disability, persons who identify in the LGBTQ+ community and others who reflect the diversity of Canadian society.

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Job Summary
Reporting to the Managing Director and working in coordination with the Manager of Communications, Engagement and Events, of the Canadian Institute for Military and Veteran Health Research (CIMVHR), the Communications Coordinator is responsible for internal and external communications including promoting and producing CIMVHR branding and marketing materials; day-to-day website management; social media management; and final proofreading. The incumbent is responsible for supporting the Managing Director and the Manager Communications, Engagement and Events with CIMVHR communications initiatives marketing, and events.

The Communications Coordinator must thrive in a fast paced environment and be able to adapt accordingly as new priorities arise.

Job Description
KEY RESPONSIBILITIES:

Under the direction of the Manager Communications, Engagement and Events, performs day-to-day content management of the CIMVHR digital platforms including the website and social media channels. Duties include posting updated information on all funding opportunities, educational information, research resources, upcoming events, scholarships, and news articles that relate to CIMVHR and/or articles that will be beneficial to those involved with CIMVHR, etc.

Promote CIMVHR and the Journal of Military, Veteran and Family Health (JMVFH) through marketing material. Produce content for CIMVHR branding and marketing materials with information provided by senior staff. In coordination with the Manager Communications, Engagement and Events, the incumbent will be responsible for content creation, design, layout, and format of promotional materials. Materials can include emails, social media images, posters, electronic flyers, save the date cards, advertisements, and any other CIMVHR correspondence. The incumbent will be responsible for performing graphic design duties for digital marketing materials, including all social media posters. In coordination with the Manager Communications and Events, the Communications Coordinator will contact CIMVHR’s contracted graphic designer for design and print elements of marketing materials.

Perform final proofreading of all marketing materials. The Communications Coordinator is responsible for editing all marketing materials for grammar and spelling prior to sending content to the Manager of Communications, Engagement and Events for final review. In coordination with the Manager Communications, Engagement and Events, develop and implement a CIMVHR style guide to ensure professionalism and consistency across all communications and marketing materials.

Support the Manager Communications, Engagement and Events with all marketing components of CIMVHR events. Event planning responsibilities include format and layout of event agendas, preparing name badges and holding slides, advertising, promotion, and reporting on event social media outcomes. Attend events and CIMVHRforum as communications support as needed.

Manage CIMVHR’s social media accounts – Twitter, Facebook and LinkedIn. Design the page layouts, brainstorm creative content, and monitor external content to ensure it is positive and beneficial to all CIMVHR stakeholders. In collaboration with the Manager of Communications, Engagement and Events, the incumbent will develop a digital strategy in order to increase reach and build brand awareness.

Compile, organize and analyse data to track the effectiveness of CIMVHR’s communications tools. This includes monitoring progress of CIMVHR media mentions, social media statistics, CIMVHR’s website analytics, and CIMVHR Forum website analytics etc.

With direction from the Managing Director and Manager Communications, Engagement and Events, assist with developing and implementing CIMVHR’s media strategy. The Communications Coordinator must have a clear understanding of the goals and objectives of the plan and will be responsible for assisting with meeting timelines and implementing the plan. Additional media relation tasks include preparing media advisories, press kits and news releases.

Draft email correspondence to send through Envoke, CIMVHR’s mass email management software, and ensure emails are translated through our translation team. Upload approved emails to Envoke and send to the correct distribution list.

Provide support to the Scientific Director of CIMVHR, the Associate Scientific Director of CIMVHR, Managing Director and the Manager Communications, Engagement and Events, as needed.

Undertake other duties as required in support of CIMVHR.

REQUIRED QUALIFICATIONS:

Two or three year post-secondary program in communications, marketing or related field.

Previous experience (2-3 years) in Communications, Marketing or related field.

Experience in writing and editing communication materials.

Experience with social media platforms (Facebook, Twitter and LinkedIn required).

Knowledge of Canada’s Anti-Spam Legislation and experience using mass email management software. Experience with Envoke is an asset.

Experience with website management (WordPress an asset).

Experience with graphic design software (Canva and Adobe an asset).

Functional knowledge of French (written required, oral an assest). Familiarity with TERMIUM Plus required and Linguée an asset.

Experience interacting with various stakeholders from academia, government organizations, and the military.

Consideration will be given to an equivalent combination of education and experience.

SPECIAL SKILLS:

Respects diversity and promotes inclusion in the workplace.

Excellent communication skills, both written and verbal to interact with diverse clientele in many different contexts accurately and with empathy and sensitivity.

Excellent writing and editing skills for different media (print and digital). Must be extremely detail oriented.

Ability to perform basic French translation, as need.

Well-developed research and analytical skills in order to collect process and summarize data.

Excellent organizational and interpersonal skills to facilitate the coordination and development of events.

Experience in coping with confidentiality issues in a professional service environment. Ability to maintain confidentiality and use discretion in all job tasks.

Strong understanding of social media and ability to work with rapidly changing media.

Style and aesthetic skills in the design of graphic work, ads and displays.

Ability to establish excellent client relationships in a fast-paced and complex academic environment.

Excellent time management, problem solving and project management skills in order to ensure projects are completed and executed within appropriate timelines.

The ability to function co-operatively and effectively in a team-oriented environment and to liaise with staff from other Queen’s units and outside organizations.

Advanced computer skills including advanced knowledge of word processing software including Microsoft Office, graphic design software, website management tools, mass email management tools, online learning platforms and familiarity with spreadsheet and database programs. Ability to learn new software packages as required.

Organizational and time-management skills. Ability to adapt to shifting priorities and to focus on many different duties.

DECISION MAKING:

Determine priorities within the constraints of demanding workload. Decide how to best coordinate time and effort between various tasks.

Resolve administrative problems within guidelines and redirect more complex problems to senior staff.

Determine content for tweeting and posting on social media. Seek approval from Directors for non-CIMVHR research related content or highly sensitive content.

Determine appropriate responses to inquiries and decide when new information calls for further action.

Determine logistical need for unit meetings and identify agenda items.

Determine how best to promote an event or increase awareness of CIMVHR activities in the media.

Determine when an issue may be controversial and refer potentially serious issues to the Directors or another senior member of the CIMVHR team.

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queen’s is committed to employment equity and diversity in the workplace and welcomes applications from women, visible minorities, Aboriginal Peoples, persons with disabilities, and persons of any sexual orientation or gender identity. In accordance with Canadian Immigration requirements, priority will be given to Canadian citizens and permanent residents.

The University provides support in its recruitment processes to applicants with disabilities, including accommodation that takes into account an applicant's accessibility needs. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at [email protected].

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