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Coordinator, Communications
4 weeks ago
**_Please note that internal job postings are open only to current permanent OPSEU Local 576 Unit 1 employees and temporary OPSEU Local 576 Unit 1 employees with one year of continuous service._**
Reporting to the Interim Vice-President, Research & Dean, School of Graduate Studies (VPR & DSGS), and working closely with the Director, Research Services, the Coordinator, Communications & Special Projects is responsible for providing general administrative support, developing and editing research communications materials, coordinating outreach events, liaising and communicating with external partners, students, staff and alumni, assisting with the management of budgets, coordinating invoices and contracts for partnership projects and other related communications and project coordination tasks.
**Summary of Responsibilities**:
- Administrative Support_
- Maintain and coordinate the schedule of the Interim VPR & DSGS, including scheduling meetings, coordinating room bookings and refreshments, preparing documents and pertinent background information for the Interim VPR & DSGS, and other attendees, and conducting follow up on issues as advised by the Interim VPR & DSGS
- Act as the initial contact for individuals and groups bringing issues to the Office of the Interim VPR & DSGS, and advise regarding the most appropriate avenues within the University’s administrative and academic structures to handle them efficiently
- On behalf of the Interim VPR & DSGS, liaise and communicate with internal and external partners regarding outreach initiatives and special projects initiated by the Interim VPR & DSGS, including bringing pertinent information to the attention of the Interim VPR & DSGS, arranging meetings and executing follow-up, as appropriate
- Serve as Secretary to permanent and ad hoc committees as required, including scheduling meetings, booking rooms, writing and editing minutes and preparing and distributing meeting materials
- Gather and collate appropriate briefing materials for the Interim VPR & DSGS in advance of meetings, including minutes, agendas, reports, and updates
- Compile and prepare confidential reports as required, including information relating to budgets
- Maintain accurate electronic and manual filing systems for the Office of the Interim VPR & DSGS, including data entry and maintenance of the University’s research administration database system, Romeo
- Oversee student monitor hiring, training and work activities
- Oversee the coordination of contract workers for specific occasional events
- Make travel arrangements for the Interim VPR & DSGS and coordinate the processing of travel receipt s, and other expense reimbursements
- Reconcile monthly purchasing card statements for the Interim VP and identify related issues requiring the Interim VPR & DSGS or Director’s attention
- Perform such clerical duties as: ordering office supplies; photocopying; faxing; and preparing and following up on work requests
- Support the Interim VPR & DSGS in related tasks and work collaboratively with other office staff, contributing to the successful operation of the Office of the Interim VPR & DSGS
- Contract Services _
- Coordinate with University administrative offices to facilitate decisions regarding internal commitment of resources, indirect cost rates, risk management and all related University policies
- Assist the deployment and management of partnership agreements; maintain records of signed agreements and related documents
- Communicate with various stakeholders, internal and external partners (e.g., students, staff, faculty, alumni and external) to support the coordination and execution of partnership projects
- Coordinate required approval signatures from authorized representatives of the University and of partner organizations
- Monitor expenditures, coordinate invoices and payment for external partners, and identify related issues requiring management attention and following up on identified concerns
- Work closely with Finance office to track expenses for each initiative using external funds, maintain records of invoices and other financial documents as needed and ensure reporting requirements are met
- Communications Support _
- Support the Office of Research & Innovation in coordinating events, including liaising with internal and external groups or individuals, venue confirmation, catering, and other event details, and coordinating the development of promotional materials, as required
- Research, coordinate, and draft marketing and communications materials pertaining to OCAD University research initiatives and research-related announcements, including the departmental newsletter
- Work closely with Marketing & Communications staff to develop and draft research-related news stories and press releases for public audiences
- Manage the Office of Research & Innovation website using the content management system and assist faculty members in updating their research content on the OCAD U web
