Communications & Marketing Operations Coordinator

Lakehead University; Northwestern Ontario; Presencial; CAD 54.000 - 67.000; Jornada completa

Descripción de la vacante

Lakehead University invites applications for a Communications & Marketing Operations Coordinator to join its central Communications & Marketing team. The Coordinator helps keep the department’s operations running smoothly and provides financial, administrative and entry-level communications and marketing support.

The role works closely with the AVP, the Director, Marketing, Brand & Digital Strategy, colleagues across the University and external vendors.

Formación

• Strong organizational and time-management skills.
• Excellent written and verbal communication with attention to accuracy.
• Experience with financial tracking, reconciliations, procurement or admin support for senior leaders.
• Proficiency with Microsoft Office and project management tools such as Asana.
• Ability to work collaboratively with colleagues, leaders and external partners.

Responsabilidades

• Coordinate departmental administrative operations, including scheduling meetings and managing the AVP’s calendar.
• Track budgets, prepare monthly updates, process invoices, PO’s, vendor payments and expense claims.
• Provide administrative and project support to the AVP and Director, Marketing, Brand & Digital Strategy.
• Liaise with Finance, Procurement and vendors to move transactions forward.
• Maintain workflows and project management tools, identify process improvements.
• Serve as a first contact for communications requests and assist with content for emails, web and social media.
• Assist with campaign materials, content calendars, logistics and basic reporting.
• Track media coverage and assist with weekly media reports.
• Maintain confidential HR and departmental records, assist with recruitment and timesheets.
• Provide coordination and logistical support for projects and events.

Conocimientos

Organizational skills

Time management

Written communication

Verbal communication

Attention to detail

Discretion and judgment

Collaborative work

Educación

Diploma or certificate in office/administration

Herramientas

Microsoft Office

Asana

Drupal or CMS

Descripción del empleo

Lakehead University invites applications for a Communications & Marketing Operations Coordinator to join its central Communications & Marketing team. Reporting to the Associate Vice-President, Communications & Marketing, the Coordinator helps keep the department’s operations running smoothly and provides financial, administrative and entry-level communications and marketing support. The role works closely with the AVP, the Director, Marketing, Brand & Digital Strategy, colleagues across the University and external vendors.

Responsibilities

• Coordinate departmental administrative operations, including scheduling committee and other meetings, managing the AVP’s calendar, arranging travel, maintaining records and digital files, and providing logistical support for team activities.
• Track departmental budgets and spending, prepare monthly financial updates, and flag discrepancies or emerging budget issues. Process invoices, purchase orders, vendor payments, purchase card reconciliations and expense claims in accordance with University policies.
• Provide administrative and project support to the AVP and Director, Marketing, Brand & Digital Strategy, including coordinating follow-ups, travel, expenses and special requests.
• Liaise with Finance, Procurement and vendors to resolve questions and keep transactions moving.
• Maintain departmental workflows and project management tools, including Asana project setup, templates, timelines and records. Identify opportunities to improve processes for approvals, vacation tracking, attendance and project coordination.
• Serve as a first point of contact for communications and marketing requests. Review incoming submissions, follow up for missing information, route requests to the appropriate team members and help clarify timelines and next steps.
• Support internal communications, including preparing and reviewing content for email communications and the weekly Bulletin. Assist with basic copywriting and editing for web and social media.
• Assist with the coordination of campaign materials and creative assets, and support the marketing team with content calendars, logistics and basic reporting.
• Track media coverage and mentions, help compile the weekly media report and maintain its distribution list.
• Maintain confidential HR and departmental records, and assist with recruitment, onboarding, timesheets and vacation tracking.
• Provide coordination and logistical support for departmental projects, events and special requests.

Qualifications

• Diploma or certificate in office or business administration, communications or marketing, or an equivalent combination of education and experience.
• Three to five years of progressive administrative experience, preferably in a post-secondary or complex, multi-stakeholder environment.
• Experience with financial tracking, reconciliations, procurement and administrative support for senior leaders.
• Strong organizational and time-management skills, with the ability to manage competing priorities and deadlines.
• Excellent written and verbal communication skills, with careful attention to accuracy and detail.
• Proficiency with Microsoft Office and project management tools such as Asana. Experience with Drupal or another content management system, digital file management, or university finance, HR and procurement systems is an asset.
• Discretion and sound judgment when handling confidential information, along with the ability to work collaboratively with colleagues, leaders and external partners.

AI may or may not be used for the screening purposes of this role.

Lakehead University is committed to creating a diverse and inclusive environment and welcomes applications from all qualified individuals including women, racialized persons, Indigenous people, persons with disabilities, and other equity-seeking groups. All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority. This is in accordance with Canadian immigration requirements.

Lakehead University has a goal to recruit and retain a diverse workforce as measured by increasing representation of underrepresented groups among applicants, candidates, and hires. Experience working with Indigenous or racialized communities, and/or members of other equity-deserving groups, is a strong asset. A lived experience or worked experience of any of these issues is preferred.

We appreciate your interest; Lakehead University is committed to supporting an accessible environment. Applicants requiring accommodation during the interview process should contact the Office of Human Resources at [phone] ext. 8334 or [e-mail] to make appropriate arrangements.

Band 4 ($53,841.72 to $67,301.84) (Benchmarked)