|Reports to (Job Title):
||Editor, Undergraduate Calendar and Manager, Communications
|Jobs Reporting (Job Titles):
The Associate Editor, Undergraduate Calendar and Communication Specialist shares responsibilities, under the leadership of the Editor, for the development and coordination of the annual Undergraduate Calendar. The Undergraduate Calendar provides official information about dates, courses, programs, and related policies and regulations for students and applicants, as well as general information about the University.
The incumbent works collaboratively with and assists the Editor, Undergraduate Calendar, Manager, Communications and contributes in a major way to effectively communicates with the University community, clients of the Registrar’s Office, other academic support departments and student support services on campus. This communication role provides support for web development and technical management of the Registrar’s Office; Convocation; Quest; and Scheduling, Timetabling, and Examination Project (STEP) websites; the issuance of important dates and information to various campus sectors; the coordinating and sending of mass email communications or the approval of stakeholder requests for blast email messages to large groups of undergraduate students (approximately 30,000), and the posting of notices to the Student Portal and the Student Success Office.
1. Undergraduate Calendar:
- Documents, reviews and edits new material and information related to calendar content based on Senate and other University Committee minutes.
- Is fully knowledgeable in accessibility requirements and works closely with AccessAbility Services and/or students with disabilities to ensure all aspects of the online calendar meet legislative and student requirements.
- Shares responsibility for the production of training and procedural documentation for departmental calendar representatives.
- Conduct training sessions, and is the first contact for managing all inquiries, troubleshooting, and solving problems that originate from calendar representatives for the Faculties of Applied Health Sciences, Arts, and Environment; and for the following sections of the calendar: Social Work degree program, the Global Experience Certificate program, and all section PDFs for all sections of the calendar.
- Maintains full editorial responsibility for the materials submitted by departmental calendar representatives including accuracy of content, grammatical correctness, compliance with accessibility legislation and UWaterloo style guidelines.
2. Academic Calendar Maintenance System (ACMS):
- Updates User Guides, sets permissions and access of staff/faculty using the software, reports technical problems and tests upgrades to the calendar software, updates the calendar structure and notifies campus users.
- Updates the friendly URL database.
- The incumbent liaises with and recommends technical solutions to outside ACMS design consultants and internal IST technical staff.
3. Communications and Information Distribution:
- Assists the Editor, Undergraduate Calendar and Manager, Communications in the coordination of blast email communications and the running of electronic extracts from the Student Information system using query tools for important records-related blast emails for all active undergraduate students.
- Approves requests from campus stakeholders submitted to firstname.lastname@example.org (Mailman) and updating the membership lists as required.
- The incumbent is responsible for the co-ordination, creation, and scheduling of blast emails for the Registrar’s Office using GroupMail to approximately 30,000 undergraduate students. The incumbent monitors and meets to review blast email strategy, and reviews email communications process in the Registrar’s Office.
- Responds to all generic email accounts that support our websites.
4. Website and web form maintenance:
- Assists the Editor, Undergraduate Calendar and Manager, Communications to design, manage, publish, and edit all content on the Registrar’s Office; Convocation; Quest; and Scheduling, Timetabling, and Examination Project (STEP) websites; attends seminars offered by IST and upgrades skills by taking IST courses applicable to web development and accessibility.
- Coordinates revisions, submissions, and publishes “Our people” section of the Registrar’s Office website.
- Completes recommended changes, inventory, design, ordering, preparation of forms for use by the Registrar’s Office (and any forms used by both the Graduate Studies Office and the Registrar’s Office) and including web accessible fill-in PDF forms; in addition creates/makes changes to online web forms.
- The incumbent provides support in the preparation of the “How do I help pages for the Quest website.
- Assists in updating important date information displayed on the web, the Student Portal, the Daily Bulletin, the UWaterloo home page and the Student Success office website, and in scheduled blast email messages.
Assists the Administrative Officer with arrangements for the Chancellor’s Robing Room. Duties include preparation of lists and labels to ensure all gown requirements are present and to assist in the robing process both before and after convocation ceremonies.
- College diploma and/or Undergraduate degree and/or equivalent work experience
- Previous customer service experience an asset
- Good project management skills
- Strong planning and coordination skills
- Excellent written and verbal communication skills for varied audiences
- Excellent relationship management skills to work with a variety of partners
other-quest, sharepoint, Browsers
JAWS/WAVE accessibility software, ACMS, WCMS, Snagit, GroupMail and Mailman all at an intermediate to advanced level
Nature and Scope
- The incumbent must maintain a close, productive working relationship with all management and staff in the Registrar’s Office, with the calendar representatives from the University, affiliated colleges, departments, and faculties (approximately 90 departments/schools)
- The incumbent routinely interacts with members of the academic community and other administrative departments in the performance of his/her duties.
- S/he must have excellent judgment and the ability to build consensus and foster teamwork among a variety of stakeholders in the calendar production effort across campus.
Level of Responsibility:
- The job has defined duties and responsibilities and receives direct supervision but is expected to perform with minimal daily supervision.
- Applies explicit guidelines and procedures in making decisions
- Makes straightforward decisions based on adequate information
- Deals with exceptions using clearly specified rules
- Supports and acts on decisions
Physical and Sensory Demands:
- Minimal demands typical of an administrative position within an office environment
Working Hours: Regular working hours, some evening/weekend work required