Communications Assistant

Staff – Union

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried – Marketing & Comm Asst (Gr5)

Job Title
Communications Assistant

Department
Administrative Support School of Information

Compensation Range
$3,762.00 – $3,955.00 CAD Monthly

Posting End Date
November 16, 2022

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

Job End Date

Mar 31, 2024

This is a part-time, term position at 28 hours per week and salary will be prorated accordingly.

Position is posted as a term contract with the possibility of extension.

Job Description Summary

The Communications Assistant is responsible for the iSchool brand, online presence, and for the communications coordination on events. Major tasks include designing, developing and distributing promotional and communication materials; promoting student, faculty and public events; updating iSchool websites and social media channels; and gathering and analyzing data on online performance. Acts as a resource for faculty and staff with regards to communications, promotions and event information.
Organizational Status
The Communications Assistant reports to the Administrative Manager. Liaises with the Arts Communications team to ensure adherence to Arts and UBC brand guidelines and communications best practices. Works closely with the other members of the Arts Communications team and network and campus communicators.
Work Performed
1) Communications / Marketing support:

• Assists with building and shaping the iSchool brand
• Updates and develops marketing material (digital and print) for all iSchool programs (PhD, MAS, MLIS, DUAL, and MACL and Minor).
• Coordinates proofing and approval process across staff stakeholders to ensure that timelines are met and products are accurate
• Designs and develops marketing brochures, promotional event posters, information sheets, and communications and presentation materials.
• Coordinates social media channels (Twitter and Facebook) and ensures that content is relevant and appropriate. The Communications Assistant is responsible for scheduling and posting social content.
• Provides maintenance and content management of iSchool’s external and internal websites.
• Creates digital signage and other digital communication items
• Monitors website traffic related to recruitment and promotion, and produces regular reports on performance.
• Tracks the iSchool on public platforms
• Responsible for the iSchool communications budget (arranging purchase of branded items, ad placements, etc.).
• Develops and coordinates the publication of all editorial content for the unit, including planning, interviewing, writing and publishing.
• Act as resource for faculty and staff with regards to communications, promotions and event information and ensure that all faculty and staff are aware of and use current and appropriate messaging
• Works with the Educational Services Coordinator on promotion of recruitment events (providing promotional materials and promotion, arranging webinars, etc.)
• Liaises with the communications team of the Faculty of Arts, as well as UBC’s Communications and Marketing Team.
• Curates content and produces the weekly iSchool News Digest and annual Insights Newsletter.
• Assists with photography and video production.

2) Event support:

• Designs and develops promotional, communication and presentation materials for iSchool events.
• Disseminates promotional materials for events to media, community partners, and relevant audiences.
• Assists the Information Desk Assistant with logistical work before and after function/events, as necessary (e.g. unlocking and locking doors; setting up of room, tables and chairs per required layout; post-event tidying up of room and tables; post-event inspection and reporting of room condition).
• Arranges for AV, photography, videography, live stream support as needed.
• Assists in greeting and welcoming delegations and visitors hosted by the iSchool.
• Performs other related tasks as required.

Consequence of Error/Judgement
Must exercise judgment based on confidential and time-sensitive information; error or failure with information gathering and research could result in improper dissemination. Errors or incorrect decisions can have significant adverse impact on all parties and the iSchool s reputation.
Supervision Received
Works independently under general supervision of the Administrative Manager. Works closely with the Educational Services Manager on recruitment events. Works as part of a team.
Supervision Given
Formally trains new staff on work procedures and/or oversees the work of students and/or temporary staff.
Minimum Qualifications

High School graduation, plus two years of post-secondary education, plus three years of related experience or an equivalent combination of education and experience.

Preferred Qualification

•    Experience with communications-related field is strongly preferred.
•    Working knowledge or experience with a website content management tool or html coding, WordPress platform and/or current communication forms/media; experience with general administrative work preferred. Proficiency with the WordPress platform and website layout. 
•    Commitment to anti-racism and inclusive excellence, and ability to apply an intersectional anti-racist lens to communications projects. Ability to recognize, respect and work effectively with individuals and groups with diverse perspectives and backgrounds. Takes initiative in learning about language and issues relating equity and diversity.
•    Strong and effective written and verbal English communications skills. 
•    Excellent organizational and interpersonal skills. 
•    Ability to prioritize, work under pressure and meet deadlines. 
•    Ability to work independently and in a team environment. 
•    Ability to maintain a high degree of accuracy and attention to detail in all aspects of work. 
•    Experience with website content management tools, basic HTML coding, basic database systems, social media platforms, blogs, and other current communication forms.
•    Ability to understand and apply policies, procedures and instructions. 
•    Ability to exercise good judgment, tact and discretion when dealing with sensitive and confidential matters.
•    Demonstrated high level of initiative.
•    Ability to effectively manage multiple tasks and priorities. 
•    Working knowledge of standard computer software applications at the Intermediate level: MS Word, Excel, Outlook, PowerPoint, Adobe Creative Cloud. 
•    Ability to adapt to emerging software and internet technology including social media tools. 
•    Ability to approach interactions with awareness of sensitive issues. 
•    Ability to type accurately (50 wpm).
•    Ability to lift 20lbs and move tables and chairs.