12755 - Communications Coordinator

Department
Environment Dean - Waterloo Institute for Complexity and Innovation
Employment Type
Temporary
Time Type
Part-Time
Hiring Range
$15,097 - $18,868
Job Category
Marketing / Public Relations / Communications
Job Location : Location
CA-ON-Waterloo

Term: 22 months

This part-time position (10-14 hours per week) is responsible for managing the office operations of the Waterloo for Complexity and Innovation (WICI) and providing administrative support for the activities of the WICI Director and Associate Director.

This is a part time position working 10-14 hours per week. This position is contingent on funding.

Event planning including but not limited to

• Coordination of all aspects of speakers series, workshops, and research networking events;
• Assist working/reading groups with room bookings and meeting/event coordination;
• Organization of visiting speakers’ travel arrangements;
• Manages all event logistics including room bookings, catering, audio visual, and other event logistics;

Outreach and communication with the WICI membership including but not limited to

• Maintaining up-to-date records of all WICI members and committees;
• Adding new members to the membership database, mailing list, and website;
• Maintaining the WICI website and promoting activities via mailing lists (MailChimp) and social media accounts (Facebook, Twitter, and LinkedIn);
• Writing, editing and design of promotional materials including event webpages, digital and print posters
• Writing and distributing WICI e-newsletters using Mailchimp, to subscribers and members with events and information relevant to the complex systems academic and public community
• Assisting with institute networking and capacity building

Administrative support for the WICI Director and Associate Director including but not limited to

• Organizational assistance to the Institute’s Steering Committee, Board, and ad hoc working groups;
• Preparation or coordination of travel and reimbursement forms for guests and/or visitors
• Tracking of the organization’s spending and annual budget;
• Serving as internal liaison with University of Waterloo academic departments and administrative units

Provides support for writing and submitting internal reports and external grant proposals including but not limited to

• Assistance with the writing, editing and formatting of the Institute’s yearly reports, budget requests and Institute renewal documents;
• Tracking and compiling online engagement statistics and core members’ annual productivity for reports

• College Diploma or equivalent education and/or experience
• 1-3 years’ experience including organizational and event planning experience
• Strong previous experience with drafting and editing reports, promotional materials, and other professional communication
• Some marketing and publicity experience desired
• Experience with budget tracking and financial management also desired
• Proficiency using Microsoft 365 Office suite (Outlook, Teams, Word, Excel, PowerPoint, SharePoint) and social media platforms (Facebook, X, LinkedIn)
• Strong technical skills and ability to quickly learn new software
• Demonstrated organizational skills and attention to detail
• Excellent communication skills in writing, editing and oral communication
• Strong work ethic and ability to work independently
• Ability to work in a professional manner consistent with University of Waterloo values
• Event-planning and hosting expertise is desired
• Experience with website design and/or development is highly desired
• Creativity and enthusiasm for scientific networking is desired

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 co-ordinated 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 at hrhelp@uwaterloo.ca or 519-888-4567, ext. 45935.