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  • Non Union

Job Category

  • AAPS


AAPS Salaried
  • Research and Facilitation, Level B

Job Title

Communications and Partnerships Coordinator


Administration | School of Community and Regional Planning | Faculty of Applied Science

Compensation Range

  • $7,723.67 CAD Monthly

Posting End Date

April 16, 2021

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

Job Summary

The Communications and Partnerships Coordinator is a role within the School of Community and Regional Planning (SCARP). The position is integral to the implementation of the School's strategic priorities and objectives. The incumbent is responsible for managing program partnerships and research, public information and outreach services, student recruitment and communication activities, projects, and initiatives, advises on best practices for the development, management and implementation of partnerships, communications and marketing strategies, and prepares and communicates public information on behalf of the School. In pursuit of these goals, the position liaises with faculty, staff and students, UBC units and external stakeholders. The program service delivery will require some early mornings, evenings and/or weekends.

Organizational Status

This position reports directly to the Administration Manager. Works independently and receives direction from the Administration Manager; may supervise staff, student employees and volunteers.

Work Performed

Research Support and Partnerships (40%)

  • Proactively communicates with faculty researchers within the School of Community and Regional Planning (SCARP) to understand and promote the scope and goals of their research
  • Works with faculty to identify areas for research collaborations and partnerships with cities, communities and planning-related organizations and engages with such prospective partners to identify short, medium and long-term objectives where research can play a role and be mutually beneficial
  • Identifies and promotes project funding opportunities that support research partnerships, including federal research granting agencies, other federal or provincial government funding programs, as well non-government funding opportunities
  • Collaborates with APSC Research and Industrial Partnerships Office on research funding opportunities to researchers and other stakeholders. This will involve establishing support processes and forecasting the requirements to develop and maintain them to ensure that all funding agency and university requirements are met
  • Represents the School in committees and/or forums and is staff representative on School [Research] committee
  • Manages the editing and review of proposals and delivery of SCARP grant support programs (e.g., program outreach, project & proposal development, proposal review) with the aim of improving research funding success, and to increase involvement of strategic partners. This includes providing one on-one-consultations to faculty and associated teams in SCARP, with the aim of improving the strength and competitiveness of funding proposals/applications meet the requirements of the funding agencies
  • Identifies trans-disciplinary research synergies with potential research partners both within and external to UBC, and recommends these to SCARP researchers. This may involve coordinating the development of large collaborative research grant applications, and engaging with external stakeholders to establish new, or expand existing, partnerships
  • Monitor funded projects to ensure ongoing success of partnerships by working with faculty and partners

Program Management & Coordination (40%)

  • Coordinates and manages communications including researching, writing and/or coordinating content for specific internal and external audiences for communication channels (articles, speeches, news releases, brochures, reports, promotional pamphlets, and other communications materials)
  • Develop communication plans as assigned and coordinates work flow amongst communication project contributors to meet deadlines
  • Produces distribution toolkits and analytical reports to inform decision-making and translate into structured documents and plans
  • Curates relevant and existing content from channels and groups for distribution to university and wider community
  • Acts as the School website administrator, co-ordinates updates to content, makes recommendations for improvements and produces website analytics and usability reports to align decision-making and evaluation with wider communication initiatives and/or campaigns
  • Liaises with the Faculty of Applied Science on communications and alumni initiatives events including information requests, branding activities and brand compliance
  • Monitors compliance with communications policies and procedures and revises as needed
  • Responsible for communication project activities and documentation, including tracking and documenting tasks, timelines, and resources

Student Outreach and Recruitment (20%)

  • Collaborates with faculty and staff to develop strategies to connect prospective students and current students, faculty-advisors and potential supervisors
  • Implement the Schools' strategic recruitment plan for prospective students in consultation with the Director, SCARP, the Administration Manager and faculty
  • Advises and provides clear, professional, and accurate consultation to prospective students on wide variety of issues including: University admission and academic policies and requirements, University student services, program procedures, academic schedules, and professional academic development activities
  • Represents the School at career fairs, open houses, community outreach events and activities related to recruitment of graduate students
  • Manages communication and relationships with numerous external partners (community organizations, education professionals, professional organizations, post-secondary institutions, etc.) to effectively advise prospective students
  • Ensures annual recruitment targets for students are met based on direction set by the School's mission and strategic plan;
  • Develops and creates advertisements and brochures for student recruitment.
  • Performs other tasks in keeping with the level, as required or assigned.

Consequence of Error/Judgement

Judgment and tact is required when communicating with internal and external stakeholders, as well as when coordinating projects within the School. All external communication is representative of the School, and should be conducted in a professional and formal manner. Inappropriate judgment could potentially damage the reputation of the School, and could possibly have a negative impact on future partnerships.

Supervision Received

The incumbent works under the general supervision of the Administration Manager and exercises resourcefulness in the coordination and delivery of Outreach and Communications programs in the School. The position requires a high degree of independent decision making ability, organizational and leadership skills, and demonstrated judgement and discretion. The Administration Manager (or Director) is consulted on decisions of strategic significance. This incumbent is expected to function within clearly articulated priorities and objectives. Work is reviewed in terms of effectiveness within the established policies and guidelines.

Supervision Given

The incumbent may manage temporary employees, including student employees and volunteers in the coordination and delivery of programs by providing direction, guidance, and support in their daily activities, including recruitment, hiring, and training.

Minimum Qualifications

Undergraduate degree in a relevant discipline. Minimum of three years of related experience, or the equivalent combination of education and experience.

Preferred Qualifications

  • Must have demonstrated ability to work with professional partners and community members.
  • Ability to be service-oriented, and to function productively in diverse and multi-disciplinary project teams.
  • Strong interpersonal, oral and written communication skills, with an ability to deliver effective presentations.
  • Accuracy and attention to detail and an ability to work independently and assess own performance.
  • Experience in the field of communications, graphic design, digital media, marketing, journalism, public relations, is an asset.
  • Ability to exercise tact and diplomacy, when working with confidential and sensitive information.
  • Professional experience in a post-secondary institution or similar environment an asset.
  • Maintains excellent rapport with the university community as well as external stakeholders.
  • Exercises good judgment and maturity in all communications.
  • Ability to communicate effectively by composing correspondence, reports, presentations, and other written materials using clear concise business English.
  • Exceptional writing abilities, being able to translate complex information for a general audience in concise, efficient, and engaging copy.
  • Strong interest and/or background related to equity, diversity, and inclusion
  • Ability to adapt writing styles for different audiences and purposes.
  • Ability to prioritize and work effectively under pressure to meet deadlines.
  • Ability to effectively manage multiple tasks and priorities under tight deadlines.
  • Ability to develop and deliver effective presentations and to effectively facilitate groups to achieve appropriate outcomes.
  • Ability to communicate effectively verbally and in writing.
  • Ability to make thoughtful, informed, and thorough decisions.
  • Ability to gather, record, and organize information.
  • Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English.
  • Experience using content management systems.
  • Demonstrated ability for graphic design in an organization setting, and using Adobe Creative Cloud suite.
  • Ability to effectively use Adobe Suite and MS Office. (e.g., Outlook, MS Word, MS Excel)
  • Understanding of current digital, social media, and content marketing trends.
  • Strong problem solving and critical thinking skills.
  • Ability to work with diverse individuals in a complex setting.
  • Strong project management and organizational skills.
  • Experience with social media monitoring and management, website analytics, and data visualization tools.

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