Administrative and Communications Coordinator

Administrative and Communications Coordinator

About Queen's University
Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.

Come work with us

Job Summary
Based at the Faculty of Education at Queen’s University, Sistema Kingston is an intensive after-school outreach program that focuses on positive social development through the pursuit of musical excellence. Using the Venezuelan El Sistema as its model, Sistema Kingston emphasizes inclusivity and teamwork, builds personal persistence, and fosters creativity and personal responsibility in all its activities. Sistema Kingston seeks an energetic self-starter who believes in the transformational power of music education and wants to support access for students by making the program the best it can be. Reporting to the Director, the Administrative and Communications Coordinator will support the smooth running of program-wide and school-specific activities. The schedule for this position is 0.5 FTE (17.5 hours/week).

The schedule for this position requires the incumbent to work occasional evenings and / or weekends, according to program or area needs.

**Job Description**:
**KEY RESPONSIBILITIES**:

- Coordination: Act as front-line resource and contact person. Screen phone calls and visitors, respond to client requests. Provide triage and recommend resources as required.
- Data Management: Maintain and update digital and hard copy filing structure; regular accurate data entry; manage confidential information; ensure all student and TA paperwork is complete; update inventory stock after events; keep storage areas organized and well labelled; maintain and update photo bank for families to access, ensuring all permissions are accurate; Triage photos for newsletters and reports.
- Administrative: Create and update forms, information documents/handbooks, attendance sheets, calendars; photocopying and printing; order/purchase program supplies; deliver paperwork and supplies to schools; take minutes at team meetings. Research and/or synthesize answers to questions and solve administrative problems within guidelines. Produce financial reports to assist Director in budget planning and allocation.
- Event Support: logistics planning, book venues, arrange student transportation, catering/food, permission forms, special needs arrangements, collect information and make printed programs for concerts, event clean-up, etc. Provide post-event support including outreach via surveys, collecting and tracking data, preparing post-event analysis, sharing photos and videos. Assists with event budget planning, allocation by generating and preparing background data and spreadsheets.
- Communications: Visit each school regularly during program hours to capture content for social media. Coordinate social media accounts; create and manage digital content calendar; design and create graphics for online and printed materials; Draft communications for events; manage communications with external program partners and families to facilitate student pathways.
- Website: Coordinate the content of program website, including content, layout, and links, following Queen’s style. Identify content requiring updates, work with relevant office to update website content. Make recommendations to keep the websites current, interesting and an accurate resource for internal and external stakeholders.
- Other duties as delegated in support of the program.

**EQUIRED QUALIFICATIONS**:

- Three-year post-secondary program or Three-Year Bachelor Degree, or equivalent.
- Demonstrated research, writing and editing experience for print, web and social media.
- Several years of demonstrated successful administrative experience in an office/service environment required, preferably in a post-secondary environment
- Knowledge of University structure and financial /computing systems such as PeopleSoft would be considered an asset.
- Consideration will be given to an equivalent combination of education and experience.

**SPECIAL SKILLS**:

- Demonstrate discretion, tactfulness and ability to adhere to strict confidentiality; ability to professionally represent the Program.
- Excellent organizational and time-management skills to manage own work, and may coordinate, train and review the work of work study students and/or volunteers to see commitments through to completion.
- Build relationships, trust and credibility; ability to work cooperatively with diverse members of the internal and external Sistema and Queen’s communities.
- Excellent attention to detail and accuracy in data management, writing, editing, proofreading, formatting.
- Adapt messages to meet the needs of the intended