Communications and Outreach Officer

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Posting Information:
This posting is for an existing vacancy.

Term: 12 months

The internal posting deadline for this position is April 16 2026 at 11:59PM

This position is being offered as a Secondment or contract opportunity.

Job Description:

Primary Purpose

The Communication and Outreach Officer (Officer) works to enhance the administration recognition and reputation of the Systems Design Engineering department (SYDE) and its undergraduate and graduate programs through effective documentation strategic communications and comprehensive outreach activities.

The incumbent raises the profile of the programs among potential students alumni donors and prospects the national and international research community the local community and corporate sponsors through the production of professional compelling and effective communications materials. They contribute to the recruitment of high-quality students and advances the departments research agenda by positioning SYDE as a leader in research teaching and academic excellence through participation in a variety of outreach activities.

Key Accountabilities

Communications (50%)

Identifies and develops external communication plans that support the engagement of a wide range of stakeholders and audiences

Leads the development and implementation of an effective internal communications program to foster increased information sharing amongst the staff faculty and other stakeholders

Ensures websites are current with timely news events lectures/symposia and announcements and other content that highlights the departments historical accomplishments

Conducts research and interviews writes and edits compelling copy for marketing collateral that supports strategic initiatives

Writes and edits online content in alignment with digital content writing best practices and web accessibility legislative requirements and provides editorial support for web content as required

Establishes a strategy for a meaningful social media presence using a variety of platforms (Twitter Facebook YouTube LinkedIn etc.)

Provides strategic oversight on the use of digital communications to engage the internal and external community using a variety of tools such as web social media video digital signage and emerging platforms

Implements and leverages the departments websites social media and digital signage to grow the department and programs online presence reach out to audiences and promote the work of faculty

Utilizes photography video and other visual storytelling tools

Liaises with the Faculty of Engineerings Advancement and Outreach to identify goals and strategies to ensure consistent messaging

Edits external research promotion material

Attends events to compose notes capturing key messages take photographs and network with attendees to provide content for stories

Maintains an exceptional understanding of brand guidelines and promotes a unified look and feel for the department and BME program through the creation and maintenance of suites of promotional material

Encourages adherence to brand guidelines among faculty staff and students by fielding questions and providing direction and expert counsel on best practices

Advances equity diversity and inclusion in all materials and efforts in consultation and collaboration with the Equity Office

Administration (20%)

Takes a leadership role in developing communication materials of importance to the Department

Manages and performs the timely and accurate revision dissemination and storage of administrative documents

Works with program staff department administration and stakeholders to support administrative functions

Works with Creative Services to update and develop new print and digital communications including reports brochures and posters

Organizes photoshoots as required

Builds relationships with faculty and staff to maintain awareness of teaching and research activities

Completes other duties as required by SYDE Chair and Administrative Officer

Outreach (25%)

Supports the Chair BME Program Director and Associate Chair on outreach as well as Faculty of Engineerings (FoE) Advancement and Outreach to enhance undergraduate outreach activities

Collaborates on graduate recruitment efforts

Works with FoEs Advancement and Outreach to support alumni engagement and raise funds

Coordinates special events

Maintains a running list of events lectures and student-run projects to which alumni may be invited

Award Nominations and Recognition (5%)

Identifies awards of potential interest to faculty members and promotes awards for nomination purposes

Liaises with award agencies and other partners to garner honours and distinctions for faculty members. Alumni staff and students

Solicits reference letters from external sources prepares drafts of nomination letters as needed and coordinates information from nominators and award nominees nomination letters expert reviews and other necessary materials for the files

Prepares award nomination and recognition packages and reviews nomination dossiers

Serves on the Department Awards Committee

Required Qualifications

Education

University degree in communications or relevant discipline or an equivalent combination of education and experience

Experience

Four years relevant experience in communications and web content management tools including social media platforms preferably in an academic setting

Working understanding of content areas in the fields of systems and/or biomedical engineering

Demonstrated experience writing communication pieces editing and proofreading short and long copy

Experience with content management systems (Drupal) and managing social media accounts

Intermediate experience with MS Office SharePoint Adobe Waterloo Content Management System (WCMS) and editing software

Experience with publication software video editing and photo editing software

Knowledge/Skills/Abilities

Ability to work effectively and diplomatically with individuals and groups with diverse perspectives and backgrounds

Ability to communicate effectively and foster positive relations in a dispersed environment

Ability to develop and maintain cooperative and productive working relationships

Proven ability in managing multiple-source projects that require leadership and integrity when dealing with a variety of stakeholder groups

Demonstrated ability to adapt writing styles for various purposes excellent written communication skills and ability to compose reports and other written materials

Ability to think critically and analytically and distill complex information in a manner that facilitates understanding and brings research and teaching to life for different audiences

Ability to maintain confidentiality and deal with information of a sensitive nature with discretion

Demonstrated ability to work independently with a high level of initiative and flexibility to accomplish objectives in an environment with changing priorities and constant interruptions

High level of accuracy and attention to detail

Strong organizational and time management skills to manage multiple priorities simultaneous or overlapping deadlines and work effectively under pressure

Ability to learn new web tools and adapt to new technologies

Broad knowledge of the academic and research environment and sponsor funding guidelines

Equity Statement

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral Anishinaabeg and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research learning teaching and community building and is coordinated within the Office of Indigenous Relations.

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 Inuk (Inuit) Black racialized a person with a disability women and/or 2SLGBTQ.

Positions are open to qualified candidates who are legally entitled to work in Canada.

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 or ext. 45935.