The Saskatchewan Institute of Agrologists regulates the profession of agrology in Saskatchewan to protect the public, by ensuring its safe, competent and ethical practice. The Institute registers approximately 1,700 Agrologists and Agricultural Technologists in Saskatchewan.

Reporting to the Executive Director & Registrar, the Communications & Operations Coordinator provides operational oversight, manages communications, marketing and organizes events.

PRIMARY DUTIES AND RESPONSIBILITIES:

Communications & Marketing (40%)

• Communications
• Update long term and annual communications calendar with strategies, plans and budgets.
• Support the preparation of the weekly Agrology Update email
• Act as liaison with key stakeholders:
• Members and branches
• The Government of Saskatchewan (Ministries of Agriculture, Environment and Economy)
• The University of Saskatchewan
• Employers of agrologists (verbally and in writing, such as through the 3 employer newsletters per year and other letters)
• Manage the ?agrology awareness? campaigns and other marketing plans to key stakeholder groups.
• Coordinate preparation of PowerPoint presentations and reports
• Coordinate Communications Advisory Committee

• Maintain branding and craft key messaging to key stakeholder groups
• Research and select marketing and promotional materials and products
• Maintain Walls of Fame in SIA office and College of AgBio
• Develop marketing collaterals in accordance with the branding and communications standards and the preparation of the graphic design solutions
• Manage multi-media marketing campaigns to key stakeholder groups

• Enhance social media capacity and capabilities
• Maintain regular social media posting
• Manage and monitor social media including Facebook, Twitter and LinkedIn and provide management with weekly reports and statistics

• Manage the development and implementations of annual sponsorship campaign with top employers and industry leaders, in conjunction with the Executive Director & Registrar (Convention & AGM)

• Act as main liaison with the six regional branches (Northeast, Northwest, Regina, Saskatoon, Southwest and Yorkton) and provide orientation and ongoing support for the four mandated roles: articling support programs, networking events, high school scholarship programs and agrology awareness campaigns
• Work with branches to meet scholarship procedures and timelines

• Engage support of faculty to promote student membership and awareness the profession
• Create newsletters for faculty to be distributed three times per year
• Lead marketing initiatives including: agrology awareness, student marketing and faculty presentations with the purpose of increasing student affiliate memberships and engagement with the SIA

• Maintain, monitor and update the website
• Troubleshoot website and database issues, and coordinate resolution with external IT support consultants

• Plan, organize, communicate and advertise special events, conferences, continuing professional development (?CPD?) activities and awareness sessions in conjunction with provincial council, the Executive Director & Registrar and branch executives, including the annual convention

Human Resources & Finance (25%)

• Human Resources
• Conduct payroll inputs and ensure timesheet submissions are accurate
• Monitor RRSP deductions program and conducts appropriate remittances
• Manage vacation and benefits program
• Manage staff projects list and lead staff meetings
• Provide staff oversight in conjunction with the Executive Director & Registrar

• Oversee day-to-day financials including accounts payable, receivables, reconciliations, and monthly financial statements
• Assist the Executive Director and Registrar in preparing annual budget and work plan
• Manage annual audit process in consultation with Executive Director and Registrar
• Support Audit & Finance Committee

Operations (30%)

• Act & Bylaws Committee
• Provide executive support to the Act & Bylaws Committee, including the drafting of bylaw amendments.

• Maintain complaint files and track legal costs

• Monitor and update the Policy & Procedures Manual as necessary
• Develop and maintain the Office Manual, staff manuals, and event manuals
• Update and manage the monthly tasks list
• Restructure and maintain the electronic office filing system (SIA Drive)
• Coordinate vendors, suppliers and contractors for the Institute.
• Support Governance Committee

• Develop operational plans in conjunction with the Executive Director & Registrar to meet the objectives outlined in the strategic plan
• Participate in the strategic planning process
• Assist the Executive Director & Registration in the implementation of the strategic plan and development of new initiatives that meet the objectives of the plan

Other (5%)

• Administration
• Provide backup support in the management and control of office supplies
• Provide backup support in the management of the voice mail system and incoming and outgoing mail
• Provide backup support in ensuring the office is tidy & neat daily, including dishes, laundry, and vacuum, dust and water plants

• Other duties, project, initiatives and/or assignments as required.

QUALIFICATIONS:

Attitude & Abilities

• Member Focus - Positive with a cheerful disposition, demonstrate that members are the highest priority and ensuring the Institute has a member-focused approach.
• Proactive & Initiative - Anticipate needs and identify opportunities to enhance team performance, complete projects or improve service, while taking ownership of responsibilities.
• Detail Oriented - Organize with meticulous attention to detail to ensure processes are completed and documents are formatted as per policies, standard business practices and branding guidelines.
• Business Savvy - Seek to acquire the knowledge required to complete responsibilities to the fullest, using internal or external resources and apply new knowledge productively.
• Communication - Transparent and honest dialogue on all matters to develop mutual understanding and trust, both verbal and written.
• Adaptable - Thrive in a challenging environment, while calmly and resourcefully adding innovative solutions to processes, projects or programs.
• Project Management - Able to coordinate multiple programs and projects, visualizing both the big picture and the finite details, while effectively managing to keep projects on-time and on-budget.
• Integrity - Doing the right thing by always acting ethically with openness, honesty and respect.

Education, Skills & Experience

• Business diploma - Undergraduate degree would be an asset
• 5-10 years in a similar role, including experience in the following:
• Marketing and graphic design using Adobe Creative Suite
• Website, database and social media management
• Event planning and leading the communication function of organization
• Client / Customer Relations
• Social media skills (writing content, scheduling, engagement)
• Strong knowledge of Microsoft Word, Excel, Outlook and PowerPoint
• Working knowledge of SAGE software an asset
• Ability to write reports, copy and edit
• Experience in the agriculture, food or environmental industries an asset

Other Requirements

• Pass a criminal background check
• Valid driver's license
• Ability to travel outside of typical work hours, as required