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Community Relations Coordinator

Date: January 1, 2016
Reports to (Job Title): Executive Manager, Faculty Association
Jobs Reporting (Job Titles): None
Department: Faculty Association of the University of Waterloo (FAUW)

Location:

Main Campus

Grade:

USG 6
35 hr/wk


Primary Purpose

The Community Relations Coordinator:
- provides communications, website and social media leadership and support to the Faculty Association
- coordinates Faculty Association meetings and events throughout the year, both internal and campus-wide
- ensures that the Faculty Association office functions efficiently and effectively by maintaining accurate records and supporting the activities of the Board of Directors, its committees and subcommittees
- maintains the Faculty Association’s membership database and manages monthly reporting obligations to the Ontario Confederation of University Faculty Associations (OCUFA) and the Council of Ontario University Teachers (CAUT)

The Faculty Association of the University of Waterloo is not a union, but officially represents all regular faculty members and faculty with special appointments who meet certain criteria (approximately 1,200 faculty).  Founded in 1957 to represent the interests of faculty members in a wide range of areas that affect them at the University, The Faculty Association and the University have negotiated a Memorandum of Agreement that sets out faculty terms and conditions of employment, describes procedures for developing and revising related policies, and provides for regular communication and consultation between the University and the Faculty Association.
The work of the Faculty Association office involves regular communication with faculty members, University academic and administrative units, CAUT and OCUFA, and faculty associations at other universities.

The Faculty Association is managed by an elected president and Board of Directors.  It also has various standing and ad hoc committees and subcommittees.  Membership on these bodies is voluntary and changes from year to year.  Board and committee members are spread across campus, making the work of the Faculty Association office self-directed and flexible to changing needs.

Key Accountabilities:

1.  Administrative Support

The Community Relations Coordinator is responsible for supporting the Faculty Association’s administrative functions and maintaining its official records, including its membership databases and contact lists.  The incumbent and the Executive Manager will work proactively to adjust the operation of the Faculty Association office in ways that maintain and improve the functioning of the organization.

  • Maintaining the Faculty Association’s membership database and ensuring its accuracy by understanding and continuously tracking faculty appointments through liaison with academic and administrative departments, and producing reports as needed

  • Verifying accuracy of monthly fee deductions and resolving discrepancies between Faculty Association and Human Resources information.  This involves an in-depth understanding of Policy 76, the Memorandum of Agreement between the Faculty Association and the University, and Faculty and departmental practices related to faculty appointments

  • Developing and implementing, in consultation with the Executive Manager, document management tools and systems to maintain and improve Faculty Association records
  • Fulfilling general financial duties under the direction of the Executive Manager and the Treasurer

  • Providing independent support for and acting as secretary to Faculty Association committees as assigned by the Executive Manager, including the Communications and Hagey Lecture Committees

  • Maintaining accurate Board and committee lists, tracking volunteer assignments, and ensuring that complete and organized records are kept for all Board and committee meetings

  • Serving as IT liaison for the association, including attending meetings and resolving technical issues in consultation with IT personnel

  • Providing general office assistance as requested for the Executive Manager, FAUW President and Board and committee members

  • Performing other duties as required to ensure effective and timely delivery of service from the FAUW office


2.  Communications

The Community Relations Coordinator works with the Faculty Association’s Communications Committee to oversee a wide range of communication initiatives, managing and growing the Faculty Association’s presence through newsletters, blogs, website, Twitter, Facebook, and other strategically relevant online properties.

  • Working with the Communications Committee and staff to develop and manage an integrated communication plan for the Faculty Association, including the regular maintenance of print, web, and new media platforms

  • Playing a lead production and editorial role for the president’s newsletter, association blog and other communications to faculty members including formatting, proofreading, and distribution

  • Leading and implementing a website review and revitalization, working with the Communications Committee

  • Developing visual marketing materials such as posters, hand-outs and event pages

  • Identifying opportunities for faculty collaboration and consultation on communications

  • Learning new technologies as required, and remaining current on technical and design trends and best practices in communications

  • Preparing and distributing documents and bulk mailings (print and electronic) and maintaining up to date email listservs

3.  Event Planning

The incumbent will collaborate with Faculty Association staff, Board/committee members, and provincial and national organizations to plan and execute meetings and special events throughout the year, including the annual Hagey Lecture, the premier invitational lecture series at the University. 

  • Scheduling and coordinating Faculty Association Board, standing committee and subcommittee meetings, including two annual general meetings per year and meetings of the council of representatives

  • Providing logistical and planning support for the annual Board retreat, working with the Executive Manager and Faculty Association president

  • Organizing and providing support for the Hagey Lecture.  This includes working with the chair of the Hagey Lecture Committee to coordinate travel and accommodations for the lecturer, booking space, ordering food, creating effective event advertisements, managing registration processes, and invoicing

  • Organizing and providing support for the annual Equity & Inclusivity Award ceremony hosted by the Faculty Association Status of Women & Equity Committee

  • Representing the Faculty Association on the New Faculty Planning Committee in collaboration with the Centre for Teaching Excellence and Human Resources.  This involves assisting with planning and executing the new faculty orientation day and family BBQ in late summer/early fall

  • Providing support for annual Academic Freedom & Tenure workshops in collaboration with the Academic Freedom & Tenure Committee chair and the Academic Freedom & Tenure and Policy Officer

  • Coordinating and assisting Board and committee members with special events, such as public lectures, townhalls, workshops, luncheons, etc., both internally and in collaboration with other universities, CAUT and OCUFA

Position Requirements

Education:

Undergraduate degree or equivalent combination of education and experience in a field related to communications, event planning or non-profit management is strongly preferred.

Experience:

Technical:

MS Word Excel PowerPoint Other
Intermediate experience Advanced experience powerpoint Access:  Advanced experience
Web: Advanced experience with website content management, development and social media (Facebook and Twitter)
MS Outlook and Calendar:  Advanced experience
Sharepoint:  Intermediate experience
Survey Monkey:  Intermediate experience
Web based event tools (e.g., registration systems):  Intermediate experience

Nature and Scope

Interpersonal Skills:

The Community Relations Coordinator must have strong interpersonal skills, and be passionate about quality and attention to detail.  S/he should be flexible, organized, and possess exceptional planning skills.  Excellent communication with the Executive Manager and the need to maintain confidentiality are essential aspects of the position.

Significant Internal Relationships:
- Faculty Association Executive Manager and Academic Freedom & Tenure and Policy Officer
- Faculty Association President and Executive Officers
- Faculty Association committee chairs, including chairs of the Hagey Lecture Committee, Communications Committee, Status of Women & Equity Committee and Academic Freedom & Tenure Committee
Human Resources payroll and compensation staff
- Human Resources Advisor – Onboarding
- Centre for Teaching Excellence
- Information Systems & Technology
- Communication & Public Affairs
- Faculty members

Significant External Relationships:
- Ontario Confederation of University Faculty Associations (OCUFA) staff
- Council of Ontario University Teachers (CAUT) staff
- Faculty Association staff and representatives at other universities  

Level of Responsibility:

The position has generalized work with some supervision.  It reports to the Executive Manager, but works collaboratively with other Faculty Association staff, executive officers of the Board, and committees/committee chairs.  The position requires the ability to perform duties with relative independence and to seek input as appropriate.  It also requires the ability to work well under pressure to ensure the smooth and efficient running of events.

As part of a small team, the incumbent should be willing to assist other staff members and to take on additional tasks as required.  Requires initiative, independent thinking/problem-solving, sound judgment, effective time management/prioritization and routine problem resolution.  There is a demand for thoroughness and accuracy.

Decision-Making Authority:

Most decisions will be taken collaboratively or with input from Faculty Association stakeholders.  This requires the ability to use judgment in determining when and how involvement of others is required, and to make independent decisions when appropriate, sometimes under time constraints.  Required to employ initiative, tact and diplomacy, and to maintain confidentiality.

Physical and Sensory Demands:

Much of the business of the Faculty Association is carried out via email, telephone contact and meetings.  The incumbent must be comfortable working in this independent environment.  The work at times involves deadline pressures and changing or multiple priorities.  The role occasionally requires lifting and transportation of portable banners and other event-related materials to various locations on campus and within the community.  It also requires the set-up and take-down of event locations which often includes moving and rearranging chairs and tables.

Working Environment:

The Faculty Association facilities consist of three employee offices in the Math & Computer Building on the Waterloo campus.  The role occasionally requires travel to other buildings or campuses, and extended and/or non-traditional hours in order to set up, oversee and taken-down events both on and off campus.