Information & Outreach Coordinator

This competition is open to all applicants however internal applicants will be given priority consideration based on minimum qualifications or a combination of experience skills and abilities before external applicants are considered.

Location - This role is hybrid with a mix of remote and in-person work at North Campus Edmonton.

Reporting to the Manager Administrative Services with functional supervision to the Marketing & Communications Partner (MarCom Partner) the Information & Outreach Coordinator works within the Deans office to support academic and program areas within the Alberta School of Business.

The MarCom Partner provides the functional communications direction strategic input and development and prioritization with the coordinator working closely with and supporting the partner on execution. The incumbent acts on direction from the MarCom Partner to support and coordinate internal and School-level information sharing and communications including web content and social media posting as required to strengthen engagement with the community. Additionally this role ensures the success of School events and initiatives in supporting academic program outreach initiatives and supporting the Deans office web and social media presence. The incumbent will ensure that activities undertaken comply with institutional policies and procedures including those related to the Universitys brand marketing and communications strategies.

Communications

• Drafts and/or generates routine communications; gathers information from office records to draft emails memos and other documents.
• Researches edits writes fact-checks reviews and publishes communications material for internal and external sources.
• Assists with briefing materials for meetings and committees.
• Reviews and prioritizes correspondence and initiates or completes action depending on the complexity of the issue.
• In collaboration with the MarCom Partner creates new web pages when required and updates information/data within the content management system; maintains websites blogs or other social media devices.
• Supports the MarCom Partner and Associate in media outreach and sponsorship.

Document / Materials Development

• Assists the MarCom Partner with development design and production of publications on program(s) in accordance with established Faculty/College/University policies and procedures.
• Supports the MarCom Partner to ensure consistency in School-generated content and materials used for events outreach and research dissemination (e.g. flyers brochures application forms digital outreach materials and resource materials produced for students instructors and community partners).
• In collaboration with the MarCom Partner supports School planning and coordination of promotional materials for workshops orientation sessions information sessions speaker series open houses School recognition and celebration events etc.
• Proofreads and reformats documents.

Event Coordination

• Provides support to the Deans Office and school-priority events with priorities determined annually in collaboration with leadership.
• Organizes meetings conferences seminars and special events including arranging venues rentals and catering where necessary.
• Coordinates supports and shows appreciation for volunteers on behalf of the School.
• Ensures information on School events and initiatives is effectively distributed through information-sharing platforms such as events calendars Business All staff listserv etc.
• Coordinates the registration process and corresponds directly with businesses and community leaders for School events.
• Prepares post-event follow-up including thank-you cards for speakers post-event surveys and ensuring other event follow-up activities are organized and implemented as required.
• Ensures all events meet the high standard required by senior leadership and that proper protocol is met (e.g. order of speakers in program acknowledgement of Government Officials dignitaries and VIPs).
• Troubleshoots at special events (e.g. registration issues last-minute seating changes catering availability speaker no-shows).
• Supports the MarCom Partner to arrange opportunities for instructors students and alumni of programs to promote the School and its programs.
• Performs other duties as required particularly related to the Schools website social media channels Departmental outreach initiatives and communication activities.

• A post-secondary diploma is required; a bachelors degree is preferred. Public relations or communications studies are an asset.
• A minimum of three (3) years of progressive experience in a university setting.
• Knowledge of the University of Alberta policies and procedures is an asset.
• Related experience in communications maintaining websites/social media accounts as well as event marketing/promotions.
• Communication planning experience is strongly preferred.
• Computer proficiency in a Windows environment using MS Office applications (Word Excel PowerPoint) Google applications and Adobe Creative Suite is a strong asset.
• Website management photo editing and videography skills are considered an asset.
• Excellent planning and organizational skills; ability to meet deadlines and juggle competing priorities often in a fast-paced stressful environment.
• Highly developed verbal and written communication skills.
• Excellent interpersonal skills and demonstrated intercultural understanding are required.
• Flexible schedule; some weekends are required to coordinate events.
• Highly developed verbal and written communication skills.
• Flexibility and ability to take initiative and work without close supervision.
• Exceptional time management and organizational skills to prioritize and manage a diverse workload and to meet the high demands of the job tight deadlines and competing demands.
• Exceptional work ethic and commitment to quality work.

Application Instructions

Click Apply Now to submit your resume and cover letter.

This position is subject to all applicable terms and conditions of the collective agreement between the Governors of the University of Alberta and the Non-Academic Staff Association (NASA).

This position offers acomprehensive benefits package.