Communications And Membership Services Officer

Description:

Overview:
The Communications & Membership Services Officer is responsible for developing, implementing, and evaluating communications, events, and engagement strategies that advance the goals and reputation of the Faculty Association of the University of Waterloo (the Association) in representing faculty members across all Faculties and campuses. The Communications & Membership Services Officer is also accountable for maintaining Association records and ensuring the smooth internal communication of information critical to the Association’s day-to-day operations. The incumbent will also provide clerical support to the Executive Manager and AF & T Officer as required. The Communications & Membership Services Officer will also answer inquiries and act as a first point of contact for membership questions and concerns. The Communications Officer reports to the Executive Manager but is also accountable to the Association president and other executive officers, Board members, and committee chairs. These roles are elected or appointed approximately every two years; this role provides necessary consistency, long- term planning, and institutional memory to mitigate the risks associated with frequent turnover.
Responsibilities:
Communications strategy
Leads the ongoing refinement of the Association’s brand positioning, voice, and key messaging
Develops and implements a comprehensive communications strategy that raises awareness and advances the goals of the Association
Develops and manages a multi-channel, integrated communications plan and communications guidelines to implement the communications strategy
Advises on strategic and sensitive communications decisions
Prepares and manages the Association’s 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 Association’s communications strategies, tools, and infrastructure and recommends improvements
Content creation and management
Develops and manages an integrated editorial calendar for the Association, including print, web, and other digital media platforms
Safeguards the Association’s 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 Association to ensure high quality and consistent messaging
Maintains thorough knowledge of the Association’s activities and priorities, post-secondary sector news and trends, and
University policies and procedures
Leads the production of the Association’s email newsletter, blog, social media channels, and other communications to faculty members and the public
Supports and educates Board and committee members to produce content for Association channels
Develops visual marketing materials such as posters, slideshows, and social media images, complying with University guidelines when required; provides creative direction to University of
Waterloo Creative Services on Hagey Lecture and other joint marketing materials as needed
Event planning and management
Collaborates with Association staff, Board, and committee members to develop and deliver a program of meetings, trainings, workshops, lectures, and other events that meet the specialized needs of faculty and build engagement with the Association
Prepares and manages the Association’s events budget
Ensures that events and meetings are planned, managed, and delivered effectively and efficiently
Coordinates the annual Hagey Lecture, the University’s premier invitational lecture series, with support from the
University’s Community Relations and Events department; provides strategic and operational support to the Hagey Lecture
Committee, jointly appointed by Association and the University President
Promotes Association events to faculty 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
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 Executive Manager, information management tools and systems to maintain Association records and facilitate internal communications
Maintains the Association’s membership database by understanding and continuously tracking faculty appointments through liaison with academic and administrative departments
Maintains accurate records of Board and committee membership and faculty appointments to University committees
Liaises with other faculty associations, CAUT, and OCUFA to identify and recommend member engagement best practices
Management and volunteer engagement
Leads the development and implementation of volunteer recruitment and retention plans
Leads the development and delivery of an outreach strategy to welcome new members and engage existing members
Manages Board and presidential elections and referenda of members
Works with the vice president of the Association to build and maintain connections between the Board and faculty in all academic units through the Council of Representatives
Provides independent support for Association standing and ad hoc committees as assigned
Supports Board and committee members to be successful in their roles
Clerical Support, and Membership Inquiries
Receives inquiries and directs members to the appropriate resources, or provides advice
Receives and distributes association correspondence to appropriate stakeholder
Monitors FAUW general email accounts, and main phone extenstion
Provides additional clerical support for the Academic Freedom & Tenure committee as required
Provides clerical backup, and acts as secretary to FAUW committees in the absence of the Executive manager
Maintains familiarity with current trends in Labour relations, and FAUW governing documents
Qualifications:
University degree or equivalent combination of education and experience in a field related to communications, labour relations, non-profit management, or event planning is strongly preferred
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 3–5 years of experience using web-based platforms to create and maintain web content (e.g., web content management systems, social media accounts)
Minimum 1–3 years of experience planning and executing meetings and events
Experience working with university faculty members is strongly preferred
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, the role of faculty members, and policies affecting faculty members is strongly preferred
Knowledge of design and print production process is an asset
Understanding of volunteer engagement theory and best practices 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
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 and CSS
Proficiency with MacOS, Wordpress, Trello, and web-based survey and event registration tools is an asset
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 faculty 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