Reporting to the Department Manager, the Communications and Research Coordinator is responsible for planning, developing, coordinating, executing, and evaluating strategic integrated communications and providing administrative and financial support for various programs, research projects and events in the Department of Geography and Planning. The incumbent creates, communication activities, including  oversight of the department’s online presence through social media accounts, maintaining and updating the departmental website, writing and editing content, developing marketing and outreach initiatives and other communication products for print and digital platforms to promote the department’s education, research and knowledge-sharing activities to diverse internal and external audiences. The Communications and Research Coordinator acts as a contact and resource person for faculty with regards to research-related software, equipment and systems, and processing of financial transactions affecting research accounts.

Committed to equity, diversity and inclusion, the Communications and Research Coordinator is an experienced communications professional who understands how to communicate to diverse internal and external stakeholders. The incumbent will be required to work in a fast-paced, complex environment with competing demands, requiring a high level of initiative, efficiency, accuracy, flexibility, confidentiality, and discretion.

Note: The schedule for this position may require the incumbent to occasionally work flexible hours, including evenings and weekends to accommodate events and/or meetings, and according to program needs.

KEY RESPONSIBILITIES:

Communications:

• Develop, coordinate and maintain the social media presence for the Department of Geography and Planning:
  • Research social media trends, develop, update and maintain a strategic social media strategy, including strategies to increase awareness of the department amongst its key stakeholders, schedules and plans for purpose, layout, content and renewal based on analytics findings. Recommend changes for improvement; ensuring timely posting of content and resolution of issues.
  • Develop and manage the department’s social media accounts – Facebook, Twitter, and LinkedIn, etc.
  • Coordinate and execute social media initiatives: create, maintain, update, and implement the department’s social media calendar, including event-related social media activities, design page layouts, oversee written content, and monitor external content to ensure it is positive and beneficial and in compliance with the Queen’s Visual Identity and Brand Standards and social media guidelines. Engage in growth planning and conceptualizing innovative ways to attract more followers.
  • Respond to comments and address questions on social media platforms.
• Maintain the department website and develop content pertaining to educational information, alumni, research, upcoming events, and news articles that relate to departmental activities and successes. Monitor the accuracy of information on the website and ensure it is constantly up to date, while also determining layout, updating content, and tracking visits.
• Liaise with University Communications and monitor its database of experts. Compile and maintain a list of department experts available to speak on department matters.
• Research, write and edit content and articles for various media (websites, news stories, social media initiatives, videos, and brochures).
• Create and coordinate various print and digital communications, including announcements, handbooks, promotional and outreach material, publications, letters, reports, videos, podcasts, which involves selection of content, formatting of information, as well as production and distribution of material. Ensure alignment with Queen’s Visual Identity and Style Guide, Web and Brand Standards and AODA guidelines.
• Lead the development of other communications products, including an annual department newsletter.
• Create and maintain stakeholder distribution lists, email accounts associated with internal and external communications.
• Research and define measurement criteria for evaluating effectiveness of communications and initiatives. Compile and analyse data to track the effectiveness of communications, including monitoring engagement, social media statistics, website analytics, prepare reports, provide recommendations to the Department Manager, and develop and implement changes to boost website and social media rankings.
• Liaise with Marketing and Communications in the Faculty of Arts and Science to discuss best practices for promoting the Department of Geography and Planning and take appropriate follow-up action.
• Communicate relevant information to faculty and graduate students regarding research opportunities such as grants.

Events Coordination:

• Coordinate and execute all logistics in support of all department and research related events.
• Organize arrangements to support these activities including booking speakers, arranging photographers, planning catering arrangements, procuring technical support, etc.
• Oversee event budgets if applicable, timelines, and other aspects of special projects, ensuring that events are delivered on time, within budget and with a high degree of guest satisfaction.
• Work effectively with event external suppliers to reach optimum event solutions and services.
• Provide support to all department outreach initiatives (e.g., Queen’s Northern Research Symposium, SURP Internship program, Graduate Programs Promotional Webinars).
• Support planning activities for the Geography and Planning summer camp program.

Research and Finance Administration:

• Working with Financial Services and Research Services, process transactions through AcQuire and the ERS.
• Provide administrative support to faculty members’ research: administer departmental, research, travel and trust accounts, including Accounts Payable and Accounts Receivable, monitoring, reconciling, auditing accounts and allocating funds to other departments.
• Reconcile monthly and monitor select department funds and projects and resolve problems as they arise, including monthly transactions detail reports and Statement of Operations Non-Research and other departmental program accounts.
• Build and share knowledge in financial policies and procedures.
• Act as the contact person for systems related to research within the department including but not limited to AcQuire, TRAQ and ERS.
• Assist faculty with the purchasing and shipping of equipment and supplies.
• Performs financial and accounting duties, including processing transactions, cheque requisitions, invoice/bill payments, purchases, deposits, reimbursements, month-end cost recoveries, special events and journal entries for the program in Jewish Studies. Reconciles accounts and maintains financial records, ensuring all transactions are compliant with University financial policies and procedures.
• Create a positive and inclusive work environment that supports and promotes a culture where a diverse range of ideas and perspectives are incorporated into decision-making.
• Undertake other duties in support of the department as required.

SPECIAL SKILLS:

• Excellent interpersonal and communication skills, both verbal and written to professionally and effectively interact with a wide variety of people with diverse backgrounds and at many different levels internal and external to the department.
• Technical aptitude and the ability to quickly learn new systems and software.
• Demonstrated successful experience in coordinating multiple tasks, while meeting deadlines and maintaining accuracy, quality/efficiency, with the ability to work under pressure in a deadline-driven fast-paced environment with multiple competing priorities. Flexibility, willingness to adapt as priorities change and do what is necessary to further communication objectives.
• Superior organizational skills to manage and coordinate high-profile special events.
• Strong attention to detail and accuracy, with an appreciation for the implications of errors for the University with respect to reputation and relationship building.
• Solid market research and analytical skills to collect process and summarize data. Capable of defining problems, establishing facts, and drawing valid conclusions to recommend strategies, approaches and solutions.
• Strong judgment and knowledge of how to present and package information to maximize interest and engagement.
• High level of tact, discretion and good judgement. Ability to respond to sensitive and/or controversial situations with maturity and sound judgment and use discretion when handling confidential information.
• Excellent writing and interpretive skills required when preparing correspondence.
• Ability to handle stress and maintain composure with stakeholders.
• Proven attention to detail, creativity, resourcefulness, and task completion. Ability to think creatively and recommend innovative strategies that enhance the departmental website, with ideas that challenge the status quo. Aptitude for being proactive and resourceful.
• Highly motivated, innovative, creative, and strategic thinker with a high level of self-confidence and energy to undertake diverse responsibilities.
• Knowledge of financial and accounting practices to perform advanced financial duties: analyze financial data and trends; generate financial reports and statements.

DECISION MAKING:

• Determine which communication methods will be the most effective to engage audience.
• Determine and implement communication and distribution strategies, including how best to source content and what background information is required to develop these materials.
• Determine content, layout, design and format of newsletters and other communication tools.
• Makes recommendations regarding communication strategies, helping to identify more effective and efficient strategies and modes of implementation. Assess effectiveness of communications strategies, collects, analyzes and evaluates data and statistics on website and social media performance and makes recommendations for improvement.
• Make decisions regarding the maintenance and updates of the Geography and Planning website and social media channels. Evaluates the continuing design, navigation of the website, social media and other channels in accordance with established visual identity and brand standards and university web policies.
• Makes decisions when resolving daily research account administration and financial issues within established policies, procedures and guidelines. Identify accounting anomalies, and determine how accounting and/or administrative problems and errors should be corrected; referring unusual situations to the Department Manager.
• Respond to numerous inquiries and makes decisions in response to queries from faculty researchers regarding research project finances and funding. Determine when an issue requires referral to a higher authority and where to refer to ensure the inquiry is handled promptly.  Provide follow-up as necessary, ensuring matters are handled to successful conclusion.
• Make decisions affecting the planning and execution of events in consultation with the Department Manager, including determining most appropriate format, venue, and logistics, within guidelines including budget, for effective and efficient event planning and delivery.
• Under the direction of the Department Manager, identifies optimum practices for organizing and publicizing events by evaluating several factors such as cost effectiveness, need, interest, etc.
• Set priorities and determine which projects require the most urgent attention.
• Ability to make independent decisions, take initiative and work with minimal supervision.
• Decide on how best to balance time and priorities to ensure responsibilities are effectively completed and in accordance with required timelines.