Lead Coordinator, Communications and Liaison activities

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Job Type:

Employee

Duration in Months (for fixed-term jobs):

24

Job Family:

Communications and Marketing (JF)

# of Open Positions:

1

Faculty/Service – Department:

Internationalization and Global Health Office

Campus:

Roger Guindon Hall

Union Affiliation:

SSUO

Date Posted:

June 27, 2024

Closing Date:

July 08, 2024

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

Hours per week:

35

Salary Grade:

SSUO Grade 09

Salary Range:

$69,478.00 – $87,764.00

About the Faculty of Medicine

Welcome to the University of Ottawa Faculty of Medicine, the first and largest bilingual medical faculty in Canada. Our learners have access to state-of-the art facilities and specialized institutions as they learn alongside world-class physicians and scientists. Consistently ranked among the top 10 medical schools in Canada, our faculty is among the top faculties of medicine in the world for research impact in biomedical and health sciences.

Position Purpose:

Reporting to the Senior Manager, Business Operations, leads the planning, organization, execution and continuous improvement of communications, data, and event management as well as business processes for IGHO and its affiliated programming. All this with the goal of tracking and promoting our diverse international and local activities and optimizing our business processes. Acts as a liaison and resource person for matters regarding IGHO programming, partnerships, data and marketing, communications materials, and event management.

In this role, your responsibilities will include:

External Communications: In collaboration with the Faculty Marketing and Communications office and under the guidance of IGHO leadership, develops the communication strategy, branding and deliverables for the promotion of international and global health activities. Manages IGHO’s social medial channels, following University and Faculty policies and industry best practices and providing dynamic and engaging content around international programming and initiatives. Responsible for updates to the IGHO website and relevant communications materials. Works closely with program leads on diverse communications needs. With the Community Engagement and Strategic Partnerships Office, develops and disseminates success stories, contributing to alumni and donor engagement campaigns.

Internal Communications: Write briefing notes, presentations and reports for IGHO management and Faculty leadership in preparation for hosting high-level delegation visits for outgoing uOttawa missions to countries with current or potential partnerships. Prepares information packages, newsletters, and email communications for program participants using mass mailing software.

Marketing: Under the guidance of IGHO leadership and in collaboration with the Faculty Marketing and Communication’s office, develop marketing and branding tools to support international recruitment initiatives, using data visualization and graphic design tools. Collaborate with graphic designers and photography and printing resources in the production of marketing material to promote the sector to future students and institutional partnerships while ensuring compliance with graphic standards.

Data Management: Responsible for the office’s international partnerships and activities database. Develops and maintains clear and robust processes related to data management practices that allows for interactive and readily available access to key data and information. Liaises with uOInternational and relevant Faculty of Medicine offices to ensure standardization of practices, avoid duplication of effort, inform University stakeholders of existing and potential collaborations, and highlight international partnerships and activities. Creates reports using data visualization techniques to demonstrate outcomes and makes recommendations on action items to management and leadership.

Event Management and Leadership mobility: Lead the organization of IGHO events, including virtual symposiums, signing ceremonies, leadership training, summer institutes, and more. Under the guidance of the Liaison, International Business Development, coordinate incoming and outgoing leadership delegations by creating draft programs, acting as a liaison to both internal and international partners. This includes assistance with visa and travel needs, planning individual or group meetings to organize based on visit objectives, and reaching out to internal and external stakeholders to create a detailed schedule.

Coordination of associated IGHO committees: This includes without limitation the Advisory Committee on Internationalization, the Global Health Advisory Committee, the Global Health Clinical Council and the Planetary Health Council. Coordination activities include liaising with program needs to identify and compile agenda items, circulate agendas and meeting summaries as well as ensuring appropriate follow up on action items, and coordinate Committee membership renewals according to the timelines set in the Committee’s Terms of References.

What you will bring:

Essential Qualifications

• Bachelor’s degree in marketing, communications, business management or a related field, or an equivalent combination of studies and experience.
• Minimum of 4 years of experience in communications, data management and business intelligence, acquired through a combination of experience and studies

Other Qualifications

• Experience in developing, organizing, writing and editing website content
• Solid writing, editing and proofreading skills
• Strong interpersonal and communication skills
• Experience using graphic design software such as Canva or Adobe InDesign
• Familiarity and knowledge of a variety of computer systems and software such as web application software, Microsoft 365, Excel (intermediate to advanced), data management systems and social media management software such as Hootsuite
• Knowledge of best practices in digital and print marketing
• A strong capacity to manage multiple projects and demands with different timelines and milestones in a complex and fast-paced environment
• Ability to collect, compile, synthesize and summarize relevant data
• Excellent ability to analyze information and think systematically.
• Strong business analysis skills.
• Excellent problem-solving, team-working and communication skills.
• Ability to efficiently organize and manage a diverse range of assignments while meeting multiple deadlines, along with thorough attention to details and consistent follow through
• Experience using PowerBI for data visualization
• Bilingualism – French and English (spoken and written)

#LIhybrid

Key Competencies at uOttawa:

Here are the required competencies for all or our employees at uOttawa: 

Planning: Organize in time a series of actions or events in order to realize an objective or a project. Plan and organize own work and priorities in regular daily activities.

Initiative: Demonstrate creativity and initiative to suggest improvements and encourage positive results. Is proactive and self-starting. Show availability and willingness to go above and beyond whenever it is possible.

Client Service Orientation: Help or serve others to meet their needs. This implies anticipating and identifying the needs of internal and external clients and finding solutions on how to meet them.

Teamwork and Cooperation: Cooperate and work well with other members of the team to reach common goal(s). Accept and give constructive feedback. Able to adjust own behaviour to reach the goals of the team.

The University of Ottawa embraces diversity and inclusion in the workplace. We are passionate about our people and committed to employment equity. We foster a culture of respect, teamwork and inclusion, where collaboration, innovation, and creativity fuel our quest for research and teaching excellence. While all qualified persons are invited to apply, we welcome applications from qualified Indigenous persons, racialized persons, persons with disabilities, women and LGBTQIA2S+ persons. The University is committed to creating and maintaining an accessible, barrier-free work environment. The University is also committed to working with applicants with disabilities requesting accommodation during the recruitment, assessment and selection processes. Applicants with disabilities may contact hrtalentmanagement@uottawa.ca to communicate the accommodation need. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Note: if this is a union position: The hiring process will be governed by the current collective agreement related to the union affiliation noted above; you can click here to find out more.

If this is a front-line position with responsibilities to interact with students, selected candidates must be rated at the Low Advanced proficiency level or higher for both oral comprehension and reading comprehension in their second official language. The rating is determined by a proficiency test designed by the Official Languages and Bilingualism Institute.

Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to be fully vaccinated against Covid-19 as defined in Policy 129 – Covid-19 Vaccination. This policy was suspended effective May 1, 2022 but may be reinstated at any point in the future depending on public health guidelines and the recommendations of experts.

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