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Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Marketing & Comm Asst (Gr6)

Job Title

Communications and Marketing Assistant

Department

Administrative Staff | Department of Electrical and Computer Engineering | Faculty of Applied Science

Compensation Range

3,881.00 - $4,082.00 CAD Monthly

Posting End Date

June 21, 2022

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

Jul 17, 2023

Job Summary

The Department of Electrical and Computer Engineering (ECE) is one of the largest academic units at the University of British Columbia Vancouver campus, with approximately 1,000 undergraduate and 400 graduate students enrolled in its degree programs. The communications and marketing assistant serves as the primary branding, social media and events coordinator for the department.

A significant part of this role includes maintaining the department's website, intranet and social media presence; promoting departmental research and scholarship to different audiences through print and digital materials; and organizing and executing departmental events.

Organizational Status

The communications and marketing assistant is a member of the communications team and reports directly to the manager, student services and engagement. Many duties require the incumbent to work closely and collaboratively with departmental staff, students and faculty members. Certain assignments require the incumbent to engage with other parties external to the department or university (e.g., industry partners, alumni, event volunteers, event vendors, Faculty of Applied Science staff).

Work Performed

Communications:

  • Maintains the departmental website, including creating new content, regularly reviewing existing pages and updating outdated information.
  • Researches and writes engaging news stories for the department website; contacts and interviews students, faculty, alumni or other relevant parties for story material.
  • Maintains current knowledge of UBC's brand and marketing guidelines; advises faculty, staff and students on the correct use of these guidelines; ensures that all communications and marketing materials are prepared in accordance with these guidelines; develops departmental style guides and templates to supplement the UBC guidelines as needed.
  • Produces print and online materials for events and programs, including postcards, posters, webpages, slides, signage, brochures, stickers and other branded materials.
  • Assists with maintaining or improving web-based systems used for internal communications (e.g., intranet), including writing content, coding, graphics and design.
  • Maintains the department's social media presence on Facebook, Twitter, Instagram, LinkedIn, YouTube or similar sites; stays current on social media trends and adapts social media strategies accordingly.
  • Compiles information for the department's weekly graduate student newsletter.
  • Creates web graphics using graphic authoring and conversion programs.
  • Creates, edits, and updates departmental publications, information, and forms; converts documents to web format as required.
  • Acts as a resource for faculty and staff on web-related issues; provides technical assistance on authoring and conversion procedures.
  • Compiles website usage statistics; analyze data and write related reports; provides recommendations pertaining to website usage, upon request.
  • Liaises with appropriate human resources to acquire information and resolve problems.
  • Contributes to the development of ongoing marketing and communications strategies within the department.

  • Oversees work performed by temporary student workers on the communications team.
  • Photography and videography:

    • Manages photography and videography for the department; develops protocols and maintains systems for storing and sharing digital assets.
    • Takes high-quality digital photographs and videos; sources photographs and videos from digital libraries for use in communications and marketing materials.
    • Coordinates photo and video shoots, including researching appropriate subjects and locations; arranges still life objects, products, scenes, props and backgrounds; communicates with photo and video subjects regarding shoot details.
    • Edits, processes, and enhances photographs and videos using software, including Adobe Photoshop and Premiere.
    • Keeps up-to-date with industry trends, developments, new techniques, and copyright and intellectual property regulations.

    Events:

    • Organizes departmental events and social functions, including room bookings, catering, set up and clean up, coordinating with presenters, generating and disseminating promotional content, and representing the department at various campus events.
    • Assists with planning and executing events for prospective and current students.
    • Establishes and maintains relationships with on-campus and external vendors (e.g., for events or promotional materials).

    Administrative support:

    • Responds to inquiries in a professional and courteous manner.
    • Assists with processing key request forms for faculty, staff and students.
    • Assists with room booking requests for meeting and seminar rooms.
    • May be called upon to provide back-up support to other positions within the department consistent with classification.

    Consequence of Error/Judgement

    The communications and marketing assistant plays a vital role in the branding and marketing of the department. All communications on behalf of the department are representative of the department itself, as well as the Faculty of Applied Science and the University of British Columbia, and should be conducted in a professional and formal manner.

    The department's online presence, including its website and social media accounts, serve as important tools to promote ongoing research, activities and programs, and to assist with student recruitment. Promotional materials, visual information and web-based media are also key methods of disseminating information, both internally and externally. The incumbent's accuracy, timeliness and decisions about how to represent the department online and in promotional materials will have an impact on the department's overall profile and reputation. Poor performance may contribute to inefficient operations, decreased confidence in the department, and lowered quality of services being provided to students, members of the university and the general public.

    The incumbent must exercise sound judgment and act in a tactful, professional manner when communicating with faculty members, staff, students, alumni and other parties, as well as when coordinating projects within the department. Inappropriate conduct could potentially damage the reputation of the department, and may jeopardize future partnerships and working relationships.

    Certain duties may require confidentiality, particularly when dealing with students' personal information. At UBC, we are regulated by the Freedom of Information and Protection of Privacy Act (FIPPA), which requires us to protect personal information from unauthorized collection, use or disclosure. Failure to comply with FIPPA increases the risk of a privacy breach, which could have negative consequences for the affected individuals and the department.

    Supervision Received

    The communications and marketing assistant is directly supervised by the manager, student services and engagement, but may also be assigned specific tasks by the department head, other faculty members or managerial staff, as needed. This role includes many duties that are performed in accordance with broadly-established procedures and practices, with minimal day-to-day oversight from management. Consequently, the incumbent must be self-motivated, able to manage time effectively and comfortable working independently on routine tasks. The incumbent is also encouraged to demonstrate initiative when planning and executing new ideas.

    Supervision Given

    May be asked to train new or inexperienced staff on routine work procedures, and will be asked to oversee work performed by student workers (e.g., co-op or Work Learn students).

    Minimum Qualifications

    High School graduation, plus two years of post-secondary education, plus three years of related experience, or an equivalent combination of education and experience.

    Preferred Qualifications

    Ability to create accurate, clear, and comprehensive communication materials. Ability to prepare graphic design materials in various media. Ability to effectively design and modify web sites, including pages on social media websites (e.g., Instagram, Twitter, Facebook, LinkedIn). Ability to read and write HTML at an intermediate level. Familiarity with Mac OS. Ability to effectively use Microsoft Office software at an intermediate level. Ability to maintain accuracy and attention to detail. Ability to resolve technical problems in an innovative manner. Ability to communicate effectively verbally and in writing. Ability to develop and maintain cooperative and productive working relationships. Ability to exercise tact and discretion. Ability to deal with people in a courteous, calm manner. Ability to work effectively independently and in a team environment. Ability to select the most effective communication media for a particular audience or situation. Ability to plan events for diverse audiences. Ability to communicate in a clear, attentive and polite manner. Ability to effectively manage multiple tasks and priorities. Ability to effectively coordinate events and productions with multiple collaborators. Ability to operate job-related equipment (e.g., camera and video equipment). Knowledge of Adobe Photoshop, Illustrator, InDesign and/or Flash is an asset.

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