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Coordinator, Communications & Student Engagement

Department: Athletics and Recreation Effective Date: May 1, 2012
Grade:

USG 7

35 hr/wk

Reports to: Manager, Marketing and Alumni Development

General Accountability

This position is part of the Marketing team in the Department and is primarily responsible and accountable to the Manager, Marketing and Alumni Development who reports to the Director of Athletics  and Recreation. The incumbent must demonstrate leadership and fulfill the job requirements to the highest capability with the goal of advancing the Department’s  overall communications objectives as they relate to interuniversity athletics, campus recreation, and student engagement. These objectives must be achieved within the context of the University of Waterloo’s larger institutional mission, including objectives articulated in the Mid-Cycle Review of the Sixth Decade Plan.  

Nature and Scope

The Coordinator, CSE provides service to the university and its stakeholders through the provision of superior communications programs and strategic advice and counsel to all of the university’s athletic and recreation communities. The Coordinator, CSE is responsible for producing communication pieces, both in print and online, whose primary purpose is to communicate the university’s programs,  news, and events to both internal and external audiences, as well as the production of targeted online and printed publications whose focus is on students; the purpose is to inform students and encourage awareness, participation, and student engagement through these communication mechanisms and as part of the larger marketing team in the Department. All of these communication materials must be written, edited, and produced to the highest standard to reflect well on the university. These publications, both electronic and social media outlets include, but are not limited to, the Warrior Xtra (Alumni e-newsletter), RE|CREATE (campus recreation newsletter), fact sheets, Athletics Social Media, and central pages for the uWaterloo and Athletics & Recreation website.

This position plays a vital role in interacting with internal and external media, student groups, community organizations, and leagues (OUA, CIS) in coordinating and managing information requests. This position is also responsible for on-site communications coordination of approximately 150  interuniversity events to ensure a professional and engaging environment for students and to meet specific hosting requirements set forth by Ontario University Athletics and Canadian Interuniveristy sport.

Statistical Data

This position provides communication support for 32 interuniversity teams

-  This position promotes more than 175 programs in Campus Recreation with several thous and participants across programs:

    - 18,000 intramural participants

    - 5,139 sport club participants

    - 630 aquatics participants

    - 900 first-aid participants

    - 2,300 fitness and wellness participants

- 1,600 instructional program participants

-  Approximately 10 part-time and co-op student employees in the Athletics & Recreation Marketing department

-  Approximately 65 part-time student staff in Interuniversity Athletics, including game-day staff

-  Approximately 90 volunteer staff in the Athletics & Recreation Marketing department

-  More than 100 unique web-pages hosted on the gowarriorsgo.ca website

-  Between 400-500 unique stories, press releases, and promotional news items posted/year (8-12/week)

-  Two to three campus recreation e-newsletters published each term (RE|CREATE newsletter that         informs the Student body of programs and engagement opportunities)

-  One Departmental newsletter published each term (Warrior XTRA)

-  On average, 5,000 web visits per day (2,500 unique visits)        

-  Social media updates on a daily basis (Facebook, Twitter, YouTube)

-  Coordination of communication activities for more than 150 interuniversity home games

Specific Accountabilities

The incumbent will:

-  Conduct research and interviews, and write items for both print and online publications produced by both Athletics and Recreation,  as well as provide writing, communication requirements and contributions for both OUA (Provincial) and CIS (National)

-  Edit copy produced by other staff or freelancers, proofread editorial copy, and review page proofs; maintain and update all department social media outlets

-  Serve as project leader on certain publications, including guiding all stages of development of these   projects and working with members of the production team – such as freelance writers, webcasting, and alumni communications on implementation

-  Participate in all aspects of production of both print and electronic publications, including assigning and selecting photographs and negotiating permissions, preparing copy and photographs for use in    publications, writing display copy and organizing materials for the publications coordinator.

-  Provide regular updates of all on-line documents requested by Department staff (e.g. fitness schedules, fitness hours,program information, registration, events)

- Provide updates of interuniversity webpages and student-athlete bios

-  Contribute to the efficient operation of the Athletics & Recreation department, handling phone calls and correspondence as required and performing other duties as requested by the Marketing Manager.

-  Participate in establishing budgets for projects and setting production schedules

- Coordinate and facilitate any media requests that arise throughout the varsity season

-  Be responsible for the hiring and managing of all game-day coordinators for the sports of football, basketball, hockey, volleyball, soccer and rugby

-  Act as on-site game day manager for several varsity games which includes all game day operations (gate, security, music/announcing, stats, video, webcasting)

-  Serve as the lead contact point for all OUA and CIS communication (stories, stats, game film, social media)

-  Be a team member in Athletics & Recreation Marketing department issues management and annual student engagement planning by providing research and writing support

Working Conditions

This position requires work in non-traditional hours, often for extended periods of time outside the course of a typical working day. Work revolves around athletic event schedules and special events, typically on weekends and evenings. The incumbent must be accessible via electronic communication tools during time outside the office to provide communication updates (e.g. game scores) as well as to respond to breaking news and media requests.