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Training and Communications Coordinator

1 month ago

Hamilton, Ontario, Canada Mohawk Full time

Job Summary

The Training and Communications Coordinator will play a key role in supporting the change management activities of the Banner Business Transformation (BBT) project. Communication and training are pivotal components of change management, working in tandem to ensure stakeholders understand, accept, and have the skills to effectively adopt changes within an organization.

The BBT project will guide the re-implementation and modernization of Banner and related systems and processes. This is one of the largest projects the college has undertaken in recent years and will redefine how we serve and interact with students and ensure the quality of our systems and processes match the quality of the education and services we provide.

Under the guidance of the Change Manager, the incumbent will assist with developing and executing communication plans, including the preparation of presentations, speaking notes, emails, newsletters, announcements, documents, website content, videos, etc. The incumbent will also assess the effectiveness of the communications and make recommendations to increase impact.

Key Responsibilities

  • Contribute to and execute the BBT communication strategy, aligning with the overall project timelines, major milestones, and objectives.
  • Create and manage a variety of communication materials, including presentations, speaking notes, emails, newsletters, announcements, documents, web content, video messages, etc.
  • Coordinate and provide support to project roadshows, information sessions, and presentations, both virtual and in person.
  • Act as lead Administrator for the BBT SharePoint Site, develop content in collaboration with the Project Leads, ensuring a consistent look, feel, and experience for stakeholders.
  • Collect updates for and prepare the monthly project newsletter.
  • Ensure all communications are clear, concise, and aligned with both the college's and the project's brand, mission, and vision.
  • Identify key stakeholders and tailor communication strategies to address their specific needs and concerns.
  • Facilitate regular updates and feedback loops with stakeholders, including employees, project team members, and external partners.
  • Monitor the effectiveness of the communications and provide recommendations for adjustments based on stakeholder feedback and industry research.
  • Maintain detailed records of all project communications.
  • Collaborate and coordinate with the Communications, Special Events, and Public Affairs teams as needed for college-wide communications and project events.
  • Collaborate with Marketing to design graphics and videos to enhance communications.

Training Responsibilities

  • Contribute to and execute the BBT Training strategy, aligning with the overall project timelines, major milestones, and objectives.
  • Coordinate all project training activities (virtual and in person), including scheduling, room bookings, registration, invitations, facilitator needs, room setup/virtual classroom, catering orders, training resources and materials, pre and post work, evaluation, and attendance tracking.
  • Ensure the project training activities adhere to Mohawk's employee development standards and processes.
  • Track all training in the Learning Management System.
  • Provide regular reports on training metrics, including total attendance, learning hours, training evaluation, etc.
  • Manage and maintain the BBT SharePoint Learning and Resources Page to store all training and learning resources associated with the project.
  • Create guidelines and how-to-guides for managing the BBT SharePoint Learning Resources Page as the project transitions to operations.
  • At the conclusion of the project, transition the SharePoint administrator role to the identified business areas SMEs for ongoing maintenance.

Requirements

  • A minimum of a 3-year degree/diploma in Communications (public relations, marketing, or journalism), Business Administration, or related field.
  • Event planning and training coordination experience considered an asset.
  • Proven experience in communications and project coordination, or a similar role.
  • Ability to work individually and as part of a cross-functional team and manage multiple stakeholders.
  • Detail-oriented, process-focused, with the ability to complete tasks simultaneously while assessing priorities and within allocated time constraints.
  • Proficiency with Microsoft Office Suite and other commonly used platforms (Outlook, Word, Excel, PowerPoint, MS Teams, Zoom, Office 365).
  • Advanced knowledge of MS SharePoint would be an asset.
  • Experience with Adobe Photoshop, other graphic design tools, and video editing software would be an asset.
  • Strong communication skills, both written and verbal, with experience in professional report writing, email, memos, newsletters, web content, etc.
  • Exceptional organization and interpersonal skills, such as listening, and the flexibility and resilience required to deal with unexpected changes in plans and priorities.
  • Demonstrated experience maintaining documentation, records, and information.
  • Demonstrated ability to cultivate positive, collaborative working relationships at all levels.
  • Excellent customer service skills with an appreciation for responsiveness to meet customer or client needs.
  • Creative, self-motivated, with a focus on team and the resolve to pitch in where needed.
  • Sound and accurate judgment, ability to treat people with respect, working ethically and with integrity, respecting confidentiality, and approaching others in a diplomatic and tactful manner.
  • Ability to receive constructive feedback and take initiative for continuous improvement.
  • Demonstrated commitment and understanding of human rights, equity, diversity, inclusion, and accessibility.
  • The ability to communicate and work effectively with diverse students, employees, and communities.

What We Offer

  • Opportunity to gain experience and build relationships at a Hamilton/Niagara Top Employer.
  • Access to professional development opportunities.
  • Option to enroll in Defined Benefit pension plan (CAAT) with contributions matched by Mohawk College.
  • Discounted rate for full-service athletic facility and instructor-led classes.
  • Opportunities to engage in wellness events and activities.