ROWING CANADA AVIRON Communications and Media Relations Coordinator (Bilingual) Job Description 1.0 DESCRIPTION 1.1 ORGANIZATION: Canadian Amateur Rowing Association (Rowing Canada Aviron) 1.2 TITLE: Communications and Media Relations Coordinator 1.3 JOB CATEGORY: Full Time 1.4 RESPONSIBLE TO: Chief Executive Officer 2.0 THE ORGANIZATION A leading National Sporting Organization (NSO) in Canada, Rowing Canada Aviron (RCA) is the governing body for the sport of rowing in Canada and a member of the international federation for rowing, Fédération international des societies d aviron (FISA). Through our ten Provincial Rowing Associations, RCA has a membership base of approximately 15,000 rowers, coaches, umpires, volunteers and sport administrators. RCA is a not-for-profit organization with a vision to be the leading rowing nation in the world by winning medals on the world stage, growing participation at all levels of the sport and continuing to build a dynamic and leading-edge organization 3.0 GENERAL RESPONSIBILITIES AND DUTIES The Coordinator - Communication and Media Relations is responsible for the development, implementation and ongoing management of RCA s national communications and public profile strategy. In particular, this individual will oversee the timely planning and execution of all RCA internal and external public communications programming, provide expert advice and leadership to the RCA Sport Development team and the National Team (staff and athletes) with respect to media engagement and preparation, be the lead media liaison at International and national events (ie. Olympic Games, World Championships, National Championships, National Conference and will participate and/or lead in the organization of RCA special events. The Communication and Media Relations Coordinator ensures that all programming follows sound business practice, operates according to RCA, FISA and external agency policies (as required) and, is responsible for facilitating effective working relationships among PRA members, RCA national staff, national team athletes, respective operational committees and Last Updated: August 25, 2015 Page 1 of 6
other agencies and individuals who impact on the association s ability to deliver exceptional programs and results. This position will also be responsible for overseeing staff, contractors and interns as it relates to media relations and communications. Based at the RCA National Office in Victoria, BC the Communications and Media Relations Coordinator will report directly to the CEO and work within a highly motivated team of sport leaders and volunteers dedicated to the growth and development of the sport in Canada. The Coordinator - Communication and Media Relations is responsible for 4.0 SPECIFIC RESPONSIBILITIES 4.1 National Office Operation 1. Observes national office protocols, systems and professional working standards as implemented by the Chief Executive Officer. 2. Ensures that administrative and financial procedures related to the scope of responsibility are carried out in a timely and professional manner. 3. Participates in all staff planning meetings and national and international events (as assigned), National Conference and Annual Meeting and other related activities as requested by the Chief Executive Officer. 4.2 Planning and Evaluation 1. Under the direction of the CEO, develops and implements both short and long term integrated communication plans which contribute to the achievement of a positive public positioning of RCA and its members. 2. Effectively manages and continually evaluates RCA s social media strategy as it pertains to both internal and external stakeholder requirements. 3. Provides leadership and oversight to assigned staff, contractors and interns and, in the case of event organising committees, assigned volunteers responsible for association, national team and event specific communications and media needs. In particular, acts as the national office staff contact in the planning and implementation of projects and ongoing activities for these respective programme areas. 4. Provides an appropriate level of program monitoring (as required by RCA and external funding agencies) and due diligence (with Chair input) for all Committee work, programmes and specific projects. 5. Provides an appropriate level of leadership and management of the RCA Strategic Plan as it pertains to association communication and external public positioning. 6. Provides staff liaison for regular RCA and PRA planning in all areas of programme responsibility. 4.3 Communication 1. Ensures that all internal communication relating to RCA messaging as it relates to the membership is circulated in a timely fashion. Last Updated: August 25, 2015 Page 2 of 6
2. On a consistent basis, ensures that the RCA website is reflective of RCA and member communication and public presentation priorities in both official languages. 4.4 Program Management Public and Member Communication: 1. Establishes and maintains relationships with internal stakeholders (staff, volunteers, Provincial Rowing Associations, clubs, individual members, Committees, Board). 2. Establishes and maintains an extensive network of first tier mass and sport media as well as broadcast and webcasting partners. 3. Acts as RCA s main media spokesperson or, as required, works with the CEO and the Board to prepare a public presentation strategy. 4. Establishes a media and communication data collection strategy that enables evaluation of communication programs and resources. 5. Provides oversight and expert advice to national team athletes and coaches in respect to public presentation development, media training, profiling and positioning. 6. Produces timely and creative promotions of RCA athletes, teams, clubs, events and other points of interest to our membership. 7. Oversees the maintenance and development of RCA media guides and resources. 8. Manages RCA s records database in respect to international medal performances and results and athlete photographs and digital images. 9. Produces an E-Newsletter for the Association 10. Leads the RCA social media and website strategies. 11. Serve as the first point of contact for website management and updating, including working with the company hosting and developing the website. Event and Competition Management: 1. Acts as the RCA lead staff communication resource person to hosting committees for assigned events and competitions. 2. In conjunction with relevant RCA staff, host committees and sponsors, develops and manages the implementation of communication plans for all assigned events and competitions. 3. As required, provides on- site management of the communication strategy for events and competitions. Acts as the final authority on all event communication decisions. 4. Creates and monitors an event and competition report card that provides feedback and assessment from a communications and public profile perspective. Web-based Tools and Social Media Management: 1. Manages the end-to-end process of web (RCA website, blogs, e-newsletters, etc) and social media (Facebook, Twitter, etc.) engagement as it relates to listening/monitoring, engaging (content development/modification and relevant conversations), and measurement for successful outcomes. 2. Actively leads and coordinates the creation and distribution of timely, relevant and engaging web and social media content. Last Updated: August 25, 2015 Page 3 of 6
3. Encourages community interactions (dialogue, recommendations and sharing) and develops ongoing relationships with key media and community "influencers" in our sport. 4. Builds best practices, monitors trends, researches emerging category leaders and experiments with new and alternative ways to engage with our community in our web/social spaces and appropriately applies that knowledge to increase the use of web/social media tools at RCA. Other Duties: 1. Provides appropriate reporting and management support to the RCA marketing team in respect to sponsor servicing, positioning and reporting. 2. Acts as the lead RCA staff person in respect to the annual RCA awards and alumni recognition process. 3. Acts as part of the RCA logistics team in the preparation and management of the RCA National Conference. 4. Where required, works with the RCA CEO on designated special projects that require a communication and public profile protocol. Financial Management: 1. Working with the CEO and Manager of Finance, participates in the development of annual operating budgets to properly support the programming priorities identified for the fiscal year. 2. Working with respective Host Committees, clubs and Provincial Rowing Associations, provides a level of leadership to the development and management of communication budgets for events and competitions as outlined in the RCA operating procedures and event agreements. 3. On a quarterly basis, provides program progress/outcome reports and financial forecasts for the respective program areas. 4. As requested, provides support to the CEO in the preparation of the Annual Report to the membership and the Annual Sport Canada budget and program submission. Agency Liaison: 1. Maintains a positive relationship with Sport Canada, Canadian Olympic Committee, the International Rowing Federation (FISA) and other identified external agencies that impact on RCA s public and media strategy. 2. As required, acts as the lead staff person from RCA responsible for agency liaison respecting regional initiatives co-managed by RCA and PRA s. 4.0 REQUIRED COMPETENCIES AND QUALIFICATIONS University or college education and demonstrated work experience in related disciplines including PR, marketing, event planning, event promotion, communications, journalism and/or fundraising. Last Updated: August 25, 2015 Page 4 of 6
Demonstrated ability to display initiative, work independently, and positively lead and contribute to a team. Candidates must be experienced and, fluent in both official languages (written and spoken). Short-listed candidates will be tested for language proficiency. Excellent verbal and written communication skills with a demonstrated ability to research, edit, and write to the best practice standard for various media, including print, online, radio, and new media. Strong IT skills and understanding of digital technologies, current and emerging. Experience in photography a definite asset` Fully proficient with MS Office Suite especially Outlook, Word, Excel and PowerPoint and be familiar with all social marketing contexts and website content management systems, specifically Drupal 7. Experience in planning publicity strategies and campaigns Well versed in dealing with enquiries from the public, the press, and related organisations. Demonstrated ability to think and plan strategically, to be multi-task oriented, highly organized, and to work on a number of projects at once. Strong project-management skills, as evidenced by successful plan development and execution of promotional projects such as photo shoots, video productions, and special events. Detail-oriented, able to meet deadlines and multi-task, with a strong track record of fulfilling commitments. Demonstrated understanding of graphic design sensibilities with respect to print and electronic publication layout and image choice Proficient in writing and producing presentations and press releases Budget development, tracking and accountability. The Coordinator - Communications and Media Relations shall comply with any and all RCA codes of conduct that relate to his/her activities and be subject to a criminal record check. 5.0 LEVEL OF AUTHORITY 5.1 Degrees of Supervision The Communications and Media Relations Coordinator will be responsible for the management of staff or volunteers assigned to specific activities within their programming area. Working with the CEO and Director of Finance, the Communications and Media Relations Coordinator will ensure that the appropriate legal procedures and paperwork are properly adhered to in the hiring process, and that the level of performance appraisal of direct reports will be in keeping with RCA standard practices. 5.2 TRAVEL Given the nature of the post, and noting that RCA is a national sport governing body managing programming across the country and internationally, there is an expectation of regular travel over extended periods of time. The successful candidate will occasionally travel with the National Team to manage event communications, athlete promotion and media relations. Last Updated: August 25, 2015 Page 5 of 6
5.3 POWER OF DECISION The Communications and Media Relations Coordinator will participate in RCA activities specific to the job description and will be responsible to make recommendations on matters where necessary. The individual will have sufficient authority to act in the daily management of their areas in accordance with the policies, programs, and budget. Beyond these limits, the individual is required to have decisions approved by the Managers to whom he/she is directly responsible. 5.4 ACCOUNTABILITY/PERFORMANCE REVIEW PROCESS The Communications and Media Relations Coordinator reports to the RCA Chief Executive Officer but works closely with the High Performance Director and our National Team programs as well as Sport Development staff to on a daily basis to accomplish the collective programming objectives as set out in the RCA Strategic Plan. Finally, the Communications and Media Relations Coordinator works with National Team Athletes, Provincial Rowing Associations, clubs and event host and working committees to deliver specific outcomes. In all instances, the CEO will manage the ongoing and annual performance appraisal process for the Communications and Media Relations Coordinator. Last Updated: August 25, 2015 Page 6 of 6