Information & Outreach Coordinator

University of Alberta; Edmonton; Hybrid; CAD 55,000 - 75,000; Full time

Benefits offered by this job

Comprehensive benefits package

Hybrid work arrangement

Professional development opportunities

Job summary

The University of Alberta is seeking an Information & Outreach Coordinator to support academic and program areas within the Alberta School of Business. You will work with the MarCom Partner to coordinate internal and external communications, update web content, and help with events that promote School programs and outreach.

Responsibilities include drafting materials, managing CMS updates, assisting with media outreach, and coordinating workshops, open houses, and speaker series.

Qualifications

• Post-secondary diploma required; bachelor’s degree preferred.
• Minimum of 3 years of progressive experience in a university setting.
• Experience with communications, maintaining websites/social media, and event promotions advantageous.
• Knowledge of University of Alberta policies is an asset.
• Strong planning, organizational, and deadline-driven work style.
• Excellent verbal and written communication and interpersonal skills.

Responsibilities

• Drafts and edits routine communications and drafts emails, memos, and documents.
• Researches, edits, writes, fact-checks, and publishes communications material.
• Assists with briefing materials for meetings and committees.
• Manages web pages and updates CMS, including websites and social media.
• Supports media outreach and partnerships for events and initiatives.
• Coordinates School events, including venues, catering, registrations, and follow-up.

Skills

Public relations

Communications planning

Interpersonal skills

Organizational skills

Verbal and written communication

Flexibility

Team collaboration

Education

Post-secondary diploma

Bachelor’s degree preferred

Tools

MS Office

Google Workspace

Adobe Creative Suite

Content Management System (CMS)

Job description

Job Description

This competition is open to all applicants however, internal applicants will be given priority consideration based on minimum qualifications, or a combination of experience, skills, and abilities, before external applicants are considered.

Location

This role is hybrid with a mix of remote and in-person work at North Campus, Edmonton.

Reporting to the Manager, Administrative Services with functional supervision to the Marketing & Communications Partner (MarCom Partner), the Information & Outreach Coordinator works within the Dean’s office to support academic and program areas within the Alberta School of Business. The MarCom Partner provides the functional communications direction, strategic input and development and prioritization, with the coordinator working closely with and supporting the partner on execution. The incumbent acts on direction from the MarCom Partner to support and coordinate internal and School-level information sharing and communications, including web content and social media posting as required to strengthen engagement with the community. Additionally, this role ensures the success of School events and initiatives in supporting academic program outreach initiatives and supporting the Dean’s office web and social media presence. The incumbent will ensure that activities undertaken comply with institutional policies and procedures, including those related to the University’s brand, marketing, and communications strategies.

Communications

• Drafts and/or generates routine communications; gathers information from office records to draft emails, memos, and other documents.
• Researches, edits, writes, fact-checks, reviews, and publishes communications material for internal and external sources.
• Assists with briefing materials for meetings and committees.
• Reviews and prioritizes correspondence and initiates or completes action depending on the complexity of the issue.
• In collaboration with the MarCom Partner, creates new web pages when required and updates information/data within the content management system; maintains websites, blogs, or other social media devices.
• Supports the MarCom Partner and Associate in media outreach and sponsorship.

Document / Materials Development

• Assists the MarCom Partner with development, design, and production of publications on program(s) in accordance with established Faculty/College/University policies and procedures.
• Supports the MarCom Partner to ensure consistency in School-generated content and materials used for events, outreach, and research dissemination (e.g., flyers, brochures, application forms, digital outreach materials, and resource materials produced for students, instructors, and community partners).
• In collaboration with the MarCom Partner, supports School planning and coordination of promotional materials for workshops, orientation sessions, information sessions, speaker series, open houses, School recognition, and celebration events, etc.
• Proofreads and reformats documents.

Event Coordination

• Provides support to the Dean's Office and school-priority events, with priorities determined annually in collaboration with leadership.
• Organises meetings, conferences, seminars, and special events, including arranging venues, rentals, and catering where necessary.
• Coordinates, supports, and shows appreciation for volunteers on behalf of the School.
• Ensures information on School events and initiatives is effectively distributed through information-sharing platforms such as events calendars, Business All staff listserv, etc.
• Coordinates the registration process and corresponds directly with businesses and community leaders for School events.
• Prepares post-event follow-up, including thank-you cards for speakers, post-event surveys, and ensuring other event follow-up activities are organized and implemented as required.
• Ensures all events meet the high standard required by senior leadership and that proper protocol is met (e.g., order of speakers in program, acknowledgement of Government Officials, dignitaries, and VIPs).
• Troubleshoots at special events (e.g., registration issues, last-minute seating changes, catering availability, speaker no-shows).
• Supports the MarCom Partner to arrange opportunities for instructors, students, and alumni of programs to promote the School and its programs.
• Performs other duties as required, particularly related to the School’s website, social media channels, Departmental outreach initiatives, and communication activities.

Qualifications

• A post-secondary diploma is required; a bachelor’s degree is preferred. Public relations or communications studies are an asset.
• A minimum of three (3) years of progressive experience in a university setting.
• Knowledge of the University of Alberta policies and procedures is an asset.
• Related experience in communications, maintaining websites/social media accounts, as well as event marketing/promotions.
• Communication planning experience is strongly preferred.
• Computer proficiency in a Windows environment, using MS Office applications (Word, Excel, PowerPoint), Google applications, and Adobe Creative Suite is a strong asset.
• Website management, photo editing, and videography skills are considered an asset.
• Excellent planning and organizational skills; ability to meet deadlines and juggle competing priorities, often in a fast-paced, stressful environment.
• Highly developed verbal and written communication skills.
• Excellent interpersonal skills and demonstrated intercultural understanding are required.
• Flexible schedule; some weekends are required to coordinate events.
• Highly developed verbal and written communication skills.
• Flexibility and ability to take initiative and work without close supervision.
• Exceptional time management and organizational skills to prioritize and manage a diverse workload and to meet the high demands of the job, tight deadlines and competing demands.
• Exceptional work ethic and commitment to quality work.

Benefits

This position is subject to all applicable terms and conditions of the collective agreement between the Governors of the University of Alberta and the Non-Academic Staff Association (NASA).

This position offers a comprehensive benefits package.

About Us

The University of Alberta, its buildings, labs and research stations are primarily located on the territory of Néhiyaw (Cree), Niitsitapi (Blackfoot), Métis, Nakoda (Stoney), Dene, Haudenosaunee (Iroquois) and Anishinaabe (Ojibway/Saulteaux), lands that are now known as part of Treaties 6, 7 and 8 and homeland of the Métis. The University of Alberta respects the sovereignty, lands, histories, languages, knowledge systems and cultures of all First Nations, Métis, and Inuit.

The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.

Your work will have a meaningful influence on a fascinating cross-section of people - from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more .

At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.

All University employees have a responsibility to foster a workplace that prioritizes safety in all its forms—physical, cultural, and psychological. This is achieved by promoting a safe environment, adhering to all safety laws, policies and procedures, completing all required safety training, identifying hazards and implementing controls, reporting incidents, and contributing to a culture of belonging and respect, while endeavoring to ensure that all colleagues feel valued and safe to express their thoughts, perspectives and concerns.

The University of Alberta is committed to creating a university community where everyone feels valued, barriers to success are removed, and thriving connections are fostered. We welcome applications from all qualified persons. We encourage women, First Nations, Métis and Inuit persons, members of visible minority groups, persons with disabilities, persons of any sexual orientation or gender identity and expression, and all those who may contribute to the further diversification of ideas and the University to apply.

L’Université de l’Alberta s’engage à créer une communauté universitaire où chaque personne se sent valorisée, où les obstacles à la réussite sont éliminés et où des connexions enrichissantes peuvent se développer. Nous accueillons les demandes de toutes les personnes qualifiées. Nous encourageons les femmes; Premières nations, Métis et Inuits; membres des groupes minoritaires visibles; personnes handicapées; personnes de toute orientation sexuelle ou identité et expression de genre; et toutes les personnes qui peuvent contribuer à la diversification des idées et à l'université à postuler.

About The Team

The Alberta School of Business is one of the world’s leading institutions for business education and research. As the first and longest continually accredited business school in Canada, it is also one of the country’s largest, with 70 faculty members, 2,100 undergraduate students, and 950 graduate students. Since its inception in 1916, the school’s innovative thinking, entrepreneurial spirit, and leadership have shaped communities and businesses around the world. With a vision to develop and inspire entrepreneurial leaders from Alberta for the world, the School excels in research, teaching, and external engagement.