1.Title: Title of Immediate Supervisor: Manager, Public Affairs

Transcription

1 C A R L E T O N U N I V E R S I T Y POSITION DESCRIPTION PART A Employee Name: Title of Immediate Supervisor: Manager, Public Affairs OFFICER USE ONLY 1.Title: 2. Position No: 3. Level: Position Title: Internal Communications Specialist 4. Evaluated by: : Department: University Communications 5. Approved by: : Part B Position Summary: Reporting to the Manager of Public Affairs, the Internal Communications Specialist coordinates all internal communications, supports the administration of the Intranet, the curation of content, writes about campus community news, edits communications material and prepares communication plans. In addition, the Specialist is responsible for assisting in other departmental areas as determined by the Manager of Public Affairs or the Director of University Communications, including media relations and various communications products, including those for Convocation. It is essential that all communications materials are produced with the highest standards and accuracy, and convey consistent messaging, as they reflect the university s reputation to its internal and external stakeholders. The Specialist provides strategic advice on internal communications to the Manager of Public Affairs and engages in long-term strategic planning to ensure that internal communications products and services evolve continually to take advantage of new technologies and meet the university s changing needs. PART C Primary Duties Performed: 1) Intranet: 25 per cent Co-ordinates internal communications intranet portal content and online tools. Co-ordinates posting daily stories/news/bulletins on intranet. Liaises with communications officers, senior managers, deans, directors and operational staff to collect information and write story briefs for daily news items.

2 Initiates research, interviews, fact checking and necessary approvals to publish intranet content. Interacts with CCS technical support staff to monitor effectiveness of intranet architecture. Takes lead responsibility for internal communication tools, including university lists, internal newsletters and other IT communications, i.e. app-push notifications and other emerging communication technology. Prepares regular updates on data analytics to track readership levels to refine plans for posting content on intranet. 2) Curates Content: 25 per cent Draws on the Strategic Integrated Plan to inform and educate staff about the university s mission, priorities and strategic directions. Communicates with DUC staff and communications representatives in faculties/departments to identify, schedule and promote alignment of story-telling. Aides in organizing the flow of information to internal audiences and sharing content for posting to social media platforms by fellow DUC staff. Maintains list of ongoing information bulletins for sharing with the community. Recruits and co-ordinates the work of contract writers, photographers, summer students and interns. Assists in distributing urgent or emergency communications via the intranet. Maintains the highest level of accuracy and quality in all communications. 3) Campus Reporting: 25 per cent Prepares stories on the life of the campus, student engagement and select university events. Arranges interviews, shoots pictures and videos on an as-needed basis to augment written stories. 4) Communications Planning: 25 per cent Prepares high-level communication plans for upcoming announcements, events or activities as directed by the Manager of Public Affairs. Provides communications planning support to communication representatives in faculties/departments, as directed by the Manager of Public Affairs. Prepares key messages. Develop strategies to drive engagement of campus community.

3 Part D Specifications: 1. Knowledge: (to be completed by Supervisors in conjunction with Employee) a) Minimum amount of formal education required: University honours degree in journalism, communications, public relations and/or equivalent work experience. b) Minimum amount of work experience required: Five years of progressive related experience in the field of journalism, public relations or communications. c) Minimum amount and type of continuing study required: The incumbent must maintain an extensive and up-to-date knowledge of the university structure, its programs, services and activities. The incumbent is required to remain current in improvements in communications methods and tools. Elaborate on (a) and (b) Proven project management experience Extensive writing, research, fact checking and editing experience. Proven ability to working to strict deadlines. Knowledge of Canadian Press style. Some graphic and web design skills are required. Basic knowledge of social media platforms and trends. Capacity to analyze issues, define messages and understand how they align with the university s Strategic Integrated Plan Strong interpersonal, relationship building and customer support skills. Sound judgment under pressure 2 Complexity of Duties: The duties of the position are diverse and varied and require a combination of technical, writing and interpersonal skills. Working within the framework of the department s communications plan, the incumbent must exercise creativity and judgment in developing digital and print products that properly reflect the university s image and identity. The ability to produce multiple error-free materials concurrently within strict deadlines is critical. The incumbent must have an extensive knowledge of Carleton University s programs and needs so that pertinent information can be conveyed in the most appropriate means to the most appropriate

4 markets, keeping within fiscal constraints. Given the importance of the position, the incumbent must understand they work as part of a team comprised of the Department of University Communications and senior university management. The incumbent must possess the ability to forge strong working relationships across the university. 3. Accountability: Carleton stories, in whatever medium, are a highly visible means of enhancing the university s reputation and they serve as the public record of university policies and management decisions. The Internal Communications Specialist has a direct influence on how the university is perceived by a variety of publics, both internal and external, and must maintain the highest standard of communication quality and accuracy. Errors can lead to public embarrassment, jeopardize the image of the university and adversely affects its credibility. As well, inconsistency in presentation, approach, language and style will reflect poorly on the standards of quality at the university. The potential for error is high and the consequence of error is costly. University departments rely on DUC for information and promotion of their programs, events, services and policies. Inaccurate information can have serious consequences and can adversely affect the success of events and programs and undermine the credibility of university management. 4. Nature and Level of Contact: a) purpose of contacts: Within the university, contact is primarily for the purpose of consulting with staff, faculty and students regarding their communications needs. b) level (check one) - regular and continuous only and as specified in Part 'C' other employees in same work unit or office the above plus students; faculty in the same work unit; or employees from other departments or offices at a similar job level to the incumbent. _X_ the above plus the general public, faculty and staff at a more senior level from other departments or staff at equivalent levels outside the university. all the above plus senior University executives and senior officials from government, private industry, other universities, etc. 5. Supervision/Management Control Exercised (a) Describe the type of supervisory/management control exercised. Indicate responsibility for overall direction of a section/department/unit either independently or through subordinate supervisors if applicable.

5 The Specialist, with the approval of the Manager of Public Affairs, exercises control over intranet content and other communications products as directed. The Specialist coordinates professional contract writers and photographers, as well as student interns and work-study students. The Specialist is responsible for assigning duties, establishing work priorities, evaluating performances and paying contributors. b) Indicate the level of employees directly (not through subordinates) supervised. i _X_ primarily support ii primarily specialized technical, administrative or journeyman trades iii primarily supervisors of (ii), or managers of section consisting of (i) employees iv primarily management level c) Indicate number directly supervised. 0 _X_ NOTE: Under the Occupational Health and Safety Act, the incumbent is required to be familiar with the Act and the regulations that apply to the work being performed in the work unit. The incumbent is also charged with ensuring that employees in the unit are made aware of their rights and obligations under the Act. Signed by: Employee Approved by: Immediate Supervisor Department Head