POSITION TITLE: Communications Coordinator
DEPARTMENT: Canadian Institute for Military and Veteran Health Research (CIMVHR)
POSITION NUMBER: J1020-1348
GRADE: 7
CLOSING DATE: November 24, 2020
JOB SUMMARY

Reporting to the Executive Director 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 Communications Coordinator is responsible for supporting the Executive Director and the management of CIMVHR to implement 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.

KEY RESPONSIBILITIES
  • Performs day-to-day content management of the CIMVHR digital platforms, including the website and social media channels, under the direction of the Executive Director and leadership of CIMVHR. Duties include posting updated information on all funding opportunities, educational information, research resources, upcoming events, university membership updates, global affiliate updates, scholarships, and news articles that relate to CIMVHR and/or articles that will be beneficial to those involved with CIMVHR, etc.
  • Promotes CIMVHR and the Journal of Military, Veteran and Family Health (JMVFH) through marketing material. Produces content for CIMVHR branding and marketing materials with information provided by senior staff; performs graphic design duties for digital marketing materials. In coordination with management, responsible for the design, layout, and format of promotional materials and contacting the contracted graphic designer for design and print elements of marketing materials.
  • Performs final proofreading of all marketing materials, including editing all marketing materials for grammar and spelling prior to publication. Recommends and implements a CIMVHR style guide to ensure professionalism and consistency across all communications and marketing materials.
  • Supports the coordination of CIMVHR events. Attends event planning meetings, assists in the preparation and distribution of planning meeting minutes. Event planning responsibilities include; coordinating attendee lists, drafting and sending invitations, communicating the event needs and expectations with presenters, format and layout of event agendas, preparing name badges and holding slides, advertising, promotion, and reporting on event outcomes.
  • Manages CIMVHR’s social media accounts, including Twitter and Facebook. Designs the page layouts, brainstorms creative content, and monitors external content to ensure it is positive and beneficial to all CIMVHR stakeholders. Assists in the development of a digital strategy in order to increase reach and build brand awareness.
  • Compiles, organizes and analyses data to track the effectiveness of CIMVHR’s communications tools, including monitoring progress of CIMVHR media mentions, social media statistics, and website analytics.
  • Assists with the development and implementation of CIMVHR’s media strategy, with a clear understanding of the goals and objectives of the plan. Responsible for assisting with meeting timelines and implementing the plan, preparing media advisories, press kits and news releases.
  • Drafts email correspondence and sends through Envoke, CIMVHR’s mass email management software, and ensures emails are translated.
  • Provides support to the Scientific Director of CIMVHR, the Associate Scientific Director of CIMVHR, Executive Director, as needed.
  • Undertakes other duties as required in support of CIMVHR.
REQUIRED QUALIFICATIONS
  • University degree or three year post-secondary program in communications, marketing or related field.
  • Several years (5+ minimum) experience in content creation and management, digital marketing, analytics and overall marketing strategy.
  • Experience in writing and editing communication materials.
  • Experience with graphic design software, website management software (i.e. WordPress), and social media for business (Facebook and Twitter required).
  • Knowledge of Canada’s Anti-Spam Legislation and experience using mass email management software. Experience with Envoke is considered an asset.
  • Experience with Moodle and Big Blue Button is considered an asset.
  • Functional knowledge of French (written required, oral an asset). Familiarity with TERMIUM Plus required and Linguée an asset.
  • Experience interacting with various stakeholders from academia, government organizations, and the military.
  • Consideration may 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 highly detail-oriented, with an understanding and appreciation for the implications of errors for the CIMVHR and reputation.
  • Ability to perform basic French translation, as needed.
  • Well-developed research and analytical skills in order to collect process and summarize data.
  • Ability to troubleshoot communication strategies in a short-period of time, in a crisis or issues management solution.
  • 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.
  • Knowledge of website development and best practices for usability, accessibility and content delivery.
  • Strong understanding of social media and ability to work with rapidly changing media platforms.
  • 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. Ability to adapt to shifting priorities and to focus in spite of many different duties.
  • 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.
DECISION MAKING
  • Make daily operational decisions and bring forward communications and marketing strategic recommendations
  • Determine communication strategies that support CIMVHR campaigns, as well as the schedules and plans for implementation
  • 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 to be sent when 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 methods to assess effectiveness of marketing and retention strategies, collect, analyze and evaluate feedback on the CIMVHR communication experience and make recommendations for improvement
  • Determine when an issue may be controversial and refer potentially serious issues to the Directors or another senior member of the CIMVHR team
POSITION TITLE: Community Engagement and Events Coordinator
DEPARTMENT: Canadian Institute for Military and Veteran Health Research (CIMVHR)
POSITION NUMBER: 00505913
GRADE: 7
CLOSING DATE: September 14, 2020
JOB SUMMARY

Reporting to the Executive Director and working in collaboration with the senior leadership team and the Manager, Engagement, Communications and Events, the Community Engagements and Events Coordinator is responsible for the coordination of community engagement and events for the Canadian Institute for Military and Veteran Health Research (CIMVHR). The position will take daily work direction from the Manager, Engagement, Communication and Events to implement the annual events and engagement strategies. The Community Engagement and Events Coordinator is a bilingual, high-energy multi-tasker who understands the importance of strong relationships. This position has responsibility for organizing knowledge mobilization events, conferences, researcher engagement activities and other outreach functions.

The schedule for this position requires the incumbent to work evenings and weekends, with occasional travel to manage and attend CIMVHR events.

KEY RESPONSIBILITIES
  • Assists in the development and execution of an overall plan for community outreach and engagement, including raising awareness about CIMVHR, and the development of engagement and partnership pathways for individuals, including Fellows, and organizations that align with our mission and vision. Responsible for tracking and renewing network MOUs.
  • Aligned with the overall CIMVHR vision, works closely and collaboratively with the CIMVHR leadership and the Manager, Engagement, Communications and Events to implement CIMVHRs event plan.
  • Provides support to the Manager, Engagement, Communications and Events in the event planning for CIMVHR’s annual Forum.
  • Provides project management support to CIMVHR hosted and co-hosted events, including drafting event proposals, marketing and communications plans, completing administrative tasks, such as logistic plans, monitor budget, media management, external companies and contract negotiations. Liaises with other event coordinators from CIMVHR stakeholder groups.
  • Fosters positive and collaborative relationships with key stakeholders.
  • Responsible to implement an evaluation tool to gauge and ensure impact of events and partnerships.
  • Acts as an ambassador and representative of CIMVHR, to external audiences on a local, national and international level. Builds, cultivates and maintains relationships with researchers, donors, volunteers, other stakeholders, community and professional organizations.
  • Undertakes additional duties as required, in support of CIMVHR.
REQUIRED QUALIFICATIONS
  • University degree in Communications, Public Relations or a three year post-secondary degree in event management.
  • Several years (5+ minimum) experience working in professional event management or communications/public relations with a focus on outreach, stakeholder relations and event planning.
  • Experience interacting with various stakeholders from academia, government and the military.
  • Bilingual in English/French (written and oral) is considered an asset.
  • Consideration may be given to an equivalent combination of education and experience.
SPECIAL SKILLS
  • Respects diversity and promotes inclusion in the workplace.
  • Highly motivated and results-driven individual able to set high standards and goals.
  • Superior communication and interpersonal skills to work well in a complex, decentralized environment. Ability to respond to the needs and interests of diverse audiences.
  • An innovative and strategic planner of resources with the ability to exercise good judgment in making independent decisions. Ability to analyze complex situations and determine appropriate course of action to reach a resolution, using advanced analytical and problem solving skills.
  • Ability to win cooperation, to facilitate diverse groups of people to work toward, and succeed in, shared goals in a highly decentralized environment.
  • High level of tact and discretion, maturity and good judgment, and the ability to deal with sensitive issues in a professional manner.
  • Proven project management skills and the ability to manage multiple projects flawlessly.
  • Proven program and project management skills with demonstrated “hands-on” experience.
  • Demonstrated successful experience in a highly visible, fast-paced environment requiring a high level of professionalism and quick, appropriate decision-making skills.
DECISION MAKING
  • Identify, develop and implement optimum strategies to market CIMVHR and its brand and showcase its excellence through high-profile events that are highly publicized and reach broad audiences.
  • Make budgetary recommendations including for individual project budgets with the expectation of meeting program delivery within or under budget.
  • Analyze and recommend optimum strategy for identifying potential sponsors whose financial support helps reduce the financial impact of events on CIMVHR’s financial resources (i.e. revenue-neutral events).
  • Determine when to take issues and decisions to senior staff and when to act independently.
  • Identify potential issues and resolve accordingly, when providing support for community engagement and events strategies.
  • Decide most appropriate format, venue and logistics, within guidelines, for effective and efficient event planning and delivery.
  • Determine which communication vehicles will be the most effective to engage audiences.
RESEARCH ASSESSMENT QUESTIONS YES NO
Is this position technical in nature in a teaching or research lab or lab-related area?
Does this position support a research project?
If yes, indicate name of the project: CIMVHR
Does this position report directly to a Principal Investigator (PI)?
If yes, indicate name of the PI: