Communications and Undergraduate Coordinator

About us:

The Faculty of Arts & Science is the heart of Canada's leading university and one of the most comprehensive and diverse academic divisions in the world. The strength of Arts & Science derives from our combined teaching and research excellence in the humanities, sciences and social sciences across 29 departments, seven colleges and 46 interdisciplinary centres, institutes and programs.

We can only realize our mission with the dedication and excellence of engaged staff and faculty. The diversity of opportunities and perspectives within the Faculty reflect the local and global landscape and the need for curiosity, innovative thinking and collaboration. At Arts & Science, we take pride in our legacy of innovation and discovery that has changed the way we think about the world.

The Centre for Caribbean Studies offers the only program in Canada with degrees specifically dedicated to the study of the Caribbean and its people. The program consists of courses in Caribbean history, literature and thought which deal with a wide range of issues including gender, religion, politics, culture, ethnicity, race, development, language, colonialism, environment and regional common markets. The Centre isan intellectual hub of academics and learners with shared commitments to Caribbean Studies as an area of interdisciplinary focus for research, teaching, learning and community engagement.

Your opportunity:

Reporting to the Director of Caribbean Studies, the incumbent will play a pivotal role in developing the Centre of Caribbean Studies' communication platform and providing student support of the Centre's Undergraduate Program. The incumbent willthe help promote the Centre's exciting activities, coordinating internal and external messages, establishing outreach, leading community engagement events, and managing web presence. The Communications and Undergraduate Coordinator will be responsible for developing and implementing social media operational procedures and best practices that support strategic objectives.

The position acts as the first point of contact for undergraduate student program issues and concerns, scheduling appointments for prospective students, applicants, and current students to address individual needs. Other duties include troubleshoots course timetabling and room booking conflicts and handles the day-to-day administrative functions.

Your responsibilities will include:

• Coordinating the preparation and distribution of promotional/outreach materials
• Maintaining information on digital platforms
• Producing promotional and outreach materials
• Preparing and disseminating examination timetables
• Providing detailed information to students on program and/or course requirements
• Scheduling appointments for prospective students, applicants, and current students to address individual needs
• Responding to enquiries within the defined scope of the role and redirecting as appropriate
• Coordinating the schedule for program and event calendars

Essential Qualifications:

• Bachelor's Degree in a relevant discipline, or an acceptable equivalent combination of education and relevant experience.
• Minimum four years of recent and related experience in a post-secondary environment providing administrative support in undergraduate student services and program administration.
• Experience providing front line student services and detailed information on programs of study and other related information through both face-to-face and digital media.
• Experience providing administrative support to undergraduate programs, including entering student data and preparing reports; coordinating room assignments; and maintaining files and records.; Demonstrated experience coordinating timetable and exam schedules.
• Experience coordinating and implementing creative communication initiatives, preferably in a non-profit or an academic environment.
• Experience administering social media platforms and writing for a web audience.
• Familiarity with posting, tagging, and sharing procedures in popular social media platforms (e.g. Facebook, Instagram, Twitter, YouTube, Reddit, etc.)
• Experience organizing the logistics of meetings and special events.
• Experience interpreting, applying and advising on rules, guidelines, and procedures.
• Excellent communication (oral and written) and interpersonal skills with the ability to promptly respond to inquiries with clarity.
• Demonstrated time-management skills with the ability to effectively prioritize, multi-task and organize work, and meet tight deadlines while paying attention to detail.
• Demonstrated skills and ability to provide effective guidance and advice to students in a responsive, empathetic, thoughtful, and discreet manner.
• Advanced skills with Microsoft Office (e.g. Word, Excel, PowerPoint, Outlook).
• Intermediate experience using ROSI, ROSI Express, Degree Explorer, Quercus, or similar student information systems, to enter data, retrieve information, and compile reports.
• Demonstrated strong student service orientation and experience fostering equity, diversity and inclusion in a post-secondary environment.

Assets (Nonessential):

• Knowledge of Faculty of Arts and Science curriculum policies and regulations.
• Working knowledge of graphic design principles of for digital and print communication.

To be successful in this role you will be:

• Communicator
• Efficient
• Multi-tasker
• Organized
• Possess a positive attitude
• Responsible

Closing Date: 04/14/2025, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 09 -- $66,715. with an annual step progression to a maximum of $85,319. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Communication/Media/Public Relations

Lived Experience Statement
Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience shall be taken into consideration as applicable to the posted position.