Communications And Engagement Specialist

Staff - Non Union
Job Category
M&P - AAPS
Job Profile
AAPS Salaried - Information Services, Level B
Job Title
Communications and Engagement Specialist
Department
Communication & Engagement | TCM | TCM Management | Leadership | Integrated Renewal Program Student
Compensation Range
$5,906.25 - $8,508.42 CAD Monthly
The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.
Posting End Date
June 12, 2023
Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.
Job End Date
Jun 18, 2024
This position is open for secondment opportunities
Job Summary
UBC has embarked on a multi-year journey to transform its academic and administrative support processes and system environments for the entire UBC community. In November 2020, UBC successfully went live with its new HR and Finance implementation of Workday. The Integrated Renewal Program (IRP) is now focused on the journey to renew the Student information ecosystem, anchored by the implementation of Workday Student.
The Integrated Renewal Program—Student (IRP Student) vision is to transform the way UBC supports learning and research, and how UBC works, to create a cohesive, integrated, and enriched experience for students, staff, and faculty. This implementation will result in superior support for UBC students, a better user experience, a new set of tools, a new way of working, and improved reporting for informed decision-making. IRP Student will leverage the industry-leading cloud enterprise solution Workday to replace our current core Student administration systems with a new integrated, user friendly, mobile-enabled platform.
For more information on the IRP, please visit www.integrated-renewal.ubc.ca
This position contributes to both external and internal communications within the IRP Student Program. Part of the Transformation and Change Management (TCM) team the position works alongside the Program Office to deliver internal communications to the program team, and to ensure messaging is consistent. The Communications and Engagement Specialist plays a pivotal role in planning, supporting and delivering strategic and tactical communications and engagement activities for the IRP Student. This role works to enhance intra-team communications and engagements, and the visibility and reputation of the IRP Student program through building awareness, excitement, engagement and change readiness at all levels of the University. This position works closely with fellow members of the Transformation and Change Management team, the IRP Student Program Office, other members of the IRP Student team, University communicators and IRP Student leadership to deliver meaningful, coordinated, and innovative communications and engagement activities.
Organizational Status
Reports to the Manager, Communications & Engagement. Overall strategic direction is provided by the Director, Transformation & Change Management (IRP Student). The Communications & Engagement Specialist maintains strong relationships with the Associate Director, TCM UBCO and other UBCO based project team members. Functional direction may be provided by the TCM Associate Directors, Program Director; Student Leadership Team members, Project Sponsors and Project Managers within IRP Student. Works daily with the IRP Student Delivery Team members.
Work Performed
Communications Plan Development and Execution

• Develops and implements communications workplans, editorial schedules and terms of reference.
• Plans, writes and designs posters and other promotional print pieces.
• Develops PowerPoint presentations, including graphic elements, and icons, and maintains PowerPoint graphic and branding guidelines and standards.
• Ensures IRP Student approvals process is followed for all materials.
• Plans and writes social media content and digital signage content
• Recommends approach for messaging to ensure alignment across channels with IRP Student program direction and communication plan.
• Defines clear objectives, deliverables and timelines. Identifies specific audiences, opportunities and challenges.
• Plans and oversees video productions.
• Acts as a brand advocate to ensure UBC and IRP Student brand guidelines are maintained. Provides brand counsel to IRP Student staff.
• Keeps current on evolving technologies and communication and engagement practices. Shares knowledge and experience related to communicating with students, faculty, and staff.
• Aligning with the overall IRP Student strategic communications guidelines, researches and writes content for communication deliverables, including but not limited to the IRP Student website, IRP Student team SharePoint site, PowerPoint presentations, , key messages, speaking notes, newsletters, internal team communications, and posters.

IRP Website

• Develops and maintains web content style guides, standards and templates while aligning to overall IRP Student Comms strategy.
• Creates and monitors IRP Student web content, in a timely, consistent, efficient manner. Ensures adherence to IRP Student web governance plan, upholding the review/approval cycles required to update and refresh content and visual aspects.
• Manages architecture development and modifications, including layout changes/additions and ensures content revisions are consistent with IRP Student program direction and communication plans.

Engagement Activities Plan Development and Execution

• Coordinates activities and events to support IRP Student team engagement.
• Creates and executes action plans for special campus engagement events, such as large-scale vendor demonstrations, town halls, open houses, webinars, call-in sessions, and others as required.
• Builds and maintains effective working relationships with UBC Okanagan communication groups/professionals/outlets to support the Program communication strategy and objectives.
• Manages the tracking and analysis of engagement activities with student, staff and faculty audiences, generates reports to provide insights on activities so as to ensure comprehensive outreach and responsiveness to engagement gaps, conflicts and oversaturation.

Measurement

• Develops and manages online tools to measure and report on digital publications and social media.
• Assesses the overall effectiveness of communication and engagement channels, proposes recommendations to improve overall effectiveness.
• Collaborates with the Manager, Communications & Engagement in developing, implementing, and analyzing engagement, communication and marketing metrics. Participates in evidence based decisions on project improvements, milestones, and achievements. Plans, recommends and delivers focus groups, surveys and other feedback and measurement tactics to measure engagement and audience perception.
• Performs other duties as assigned

Consequence of Error/Judgement
This position will make decisions regarding communication and projects that can have significant impact on staff operations, IRP Student finances, member services, and overall reputation. Decisions and actions taken by the Communication Specialist will have a direct impact on how the community views the IRP Student program. Errors in judgment, poor communication or failure to act decisively could have a detrimental effect and adversely impact the IRP Student Program and negatively impact the UBC community support for the program.
Inappropriate, ineffectual or poor messaging in communication, poorly designed communication media and flawed publicity could be damaging to revenue, recruitment, fundraising, member relations and public relations. The incumbent will be closely involved in the public aspects of IRP Student's operation.
Supervision Received
Reports to the Manager, Communications & Engagement, with functional accountability to IRP Student Program Office Manager for internal team communications and engagement. Works independently within established guidelines and standards. Receives instructions on unusual problems or on matters which depart significantly from established policy and procedures. Receives functional direction from IRP Student Leadership Team members and senior TCM team members.
Work is reviewed in terms of achievement of high professional standards in the delivery of communication services. Is expected to anticipate potential issues or problems based on a thorough knowledge of departmental operations or plans and to develop effective solutions, supported by metrics.
Supervision Given
Provides functional direction to communications coordinators on campus and contract communication professionals, as needed.
Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum five years of related experience, or the equivalent combination of education and experience.
Preferred Qualifications

• Demonstrated success in the planning, development and execution of communication materials including PowerPoint presentations, key messages, articles, social media content, speaking notes, newsletters and posters.
• Demonstrated experience in developing effective and proactive communication and engagement campaigns, developing ROI metrics, and providing analytic measurement of communication and engagement efforts.
• Ability to work effectively and diplomatically with various levels of senior administration, campus audiences, external agencies, and the public.
• Advanced knowledge and working experience of Word, Excel, PowerPoint, Drupal, Content Management Systems, graphics design applications and social media products.
• Experience in publication management including developing editorial themes, writing content, building subscriber databases and production.
• Experience in change management and engagement an asset. Experience with project management practices an asset. Experience in client relations, particularly working with internal client structure or agency environment is an asset.
• Membership in IABC, CPRS, BCAMA or BCAIM preferred. Accreditation in communications or public relations an asset.
• Demonstrated social media expertise to engage audiences.
• Creative design experience in developing website graphics, PowerPoint graphics and imagery, video, digital signage, graphics and design of online newsletters, posters, templates in Word and PowerPoint and other collateral.
• Demonstrated success in website design and web content development.
• Demonstrated ability to write for various audiences and adapt writing style for various purposes.

Ability to communicate effectively with excellent oral and written communication skills and a high level of proficiency in English grammar. Ability to break down complex information and exercise diplomacy, tact and discretion when working with information of a confidential or sensitive nature.
Ability to work effectively independently and in a team environment. Ability to set priorities be detail-oriented, and work well under pressure to meet deadlines.
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 to equity and diversity. Ability to develop and maintain cooperative and productive working relationships and engage in workplace culture. Ability to recognize and appreciate the contributions of colleagues. Committed to demonstrating respect to colleagues at every level by trusting in their abilities and knowledge to perform their roles and earning respect through meeting commitments.
Models and demonstrates good communication through active listening and appreciative inquiry and open to providing and receiving timely, constructive feedback. Listens to, encourages and expresses creative and innovative ideas. Open to experiment and improvise with new ways of approaching processes, tasks or problems.