Communications and Events Coordinator

  • Queen’s University
  • Kingston, ON, Canada
  • Jan 11, 2019
Contract Adminstration Communications Event Management Event Planning Social Media

Job Description

Communications and Events Coordinator

Competition Number: J1018-0466
Position Title: Communications and Events Coordinator
Employee Group: Research, Grant & Contract
Job Category: Communications and Marketing
Department or Area: SEAMO Admin
Location: Kingston, Ontario, Canada
Salary: $52,189.00/Year
Grade: 07
Hours per Week: 35
Job Type: Term
Length of term: Until March 31, 2020
Shift:  7 Monday - Friday
Number Of Positions: 1
Date Posted: January 10, 2019
Closing Date: January 24, 2019

About Queen's University

Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.

We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as women, racialized/visible minorities, Indigenous/Aboriginal peoples, persons with a disability, persons who identify in the LGBTQ+ community and others who reflect the diversity of Canadian society.

Come work with us!


Job Summary

Reporting to the Executive Director of the Southeastern Ontario Academic Medical Organization (SEAMO), the Communications and Events Coordinator is responsible for planning, developing and executing communications and events in support of the Southeastern Ontario Academic Medical organization (SEAMO). The incumbent will be responsible for preparing and publishing e-newsletters, maintaining the website, supporting SEAMO’s social media presence, developing other communication products, organizing SEAMO events and overseeing the onboarding process for new recruits.

This is a fast-paced, complex environment with competing demands, requiring a high level of initiative, efficiency, accuracy, flexibility, confidentiality and discretion.

This position may require the incumbent to occasionally work flexible hours including evenings and weekends to accommodate events and/or meetings.

Job Description


Communications Coordination:
• Maintain the SEAMO website including all funding opportunities, educational information, research resources, upcoming events, university members, global affiliates, and news articles that relate to SEAMO and/or articles that will be beneficial to those involved with SEAMO, while also determining layout, updating content, and tracking visits.
• Monitor the accuracy of the information on the website and ensure it is constantly up to date.
• Coordinate and maintain social media presence :
 o Work with the Executive Director to develop a social media strategy
 o Pursue strategies to increase awareness of SEAMO amongst key stakeholders
 o Manage SEAMO’s social media accounts – Twitter, LinkedIn etc. Design the page layouts, oversee written content, and monitor external content to ensure it is positive and beneficial to SEAMO, our university members and key stakeholders. Growth planning and conceptualizing innovative ways to attract more followers.
 o Respond to comments and address questions on social media platforms.
• Prepare publications and reports, which involves selection of content, formatting of information, as well as the production and distribution of material.
• Monitor several media sources on a daily basis and inform the Executive Director of relevant articles.
• Draft e-newsletters and publish upon approval of the Executive Director.
• Support the development of other communications products.
• Maintain stakeholder distribution lists. Create and maintain up-to-date information on all stakeholder groups.
• Work with the Medical Director and Executive Director to coordinate strategic brand management and engagement initiatives and activities.
• Oversee the onboarding process for new recruits, including the development and maintenance of orientation material for incoming physicians.
• Collaborate with Faculty of Health Sciences communications team, when required.

Event Coordination:
• Plan activities and coordinate functions that increase the awareness of SEAMO and knowledge of its members and constituents.
• Coordinate and execute all logistics in support of events, workshops, announcements and meetings. Organize arrangements to support these activities including setting up booths, booking speakers, arranging photographers, planning catering arrangements, procuring technical support etc.
• Work with colleagues to create a full repertoire of event designs, concepts, and measures to ensure that events serve a wide variety of strategic goals from a diverse group of clients.
• Oversee event budgets, timelines, and other aspects of the special projects, ensuring that events are delivered on time, within budget and with a high degree of guest satisfaction. Works effectively with event external suppliers to reach optimum event solutions and services.
• Report to Executive Director regarding planning and staging of events to ensure alignment of goals and effectiveness of planning and delivery.
• Undertake other duties as assigned in support of SEAMO Office.

• University degree, preferably with a focus in the area of communications.
• Superior writing and editing skills demonstrated through relevant experience.
• Several years of relevant experience in communications, event planning and administration in a fast-paced environment with competing priorities, requiring quick and appropriate decision-making skills.
• Experience and expertise/proficiency with communications processes and tools including, but not limited to content management systems for web publishing and social media tools to maximize outreach and communication to targeted audiences.
• Experience maintaining website content and drafting/distributing e-newsletters. Knowledge of html an asset.
• Leadership ability and proven project management skills.
• Consideration may be given to an equivalent combination of education and relevant experience.

• Excellent computer skills including proficiency with Word, Excel and PowerPoint and the ability to readily learn new applications.
• Proficiency with communications tools including, but not limited to content management systems for web publishing and social media tools.
• Demonstrated successful experience in coordinating multiple tasks, while meeting deadlines and maintaining accuracy.
• Ability to identify, develop and solicit event sponsorship opportunities.
• Excellent interpersonal and communication skills, both verbal and written to professionally and effectively interact with a wide variety of people with diverse backgrounds and at many different levels both internal and external to the University.
• Superior organizational skills to manage and coordinate high-profile special events.
• Strong attention to detail and accuracy, with an appreciation for the implications of errors for the University with respect to reputation and relationship building.
• High level of tact, discretion and good judgement. Ability to respond to sensitive and/or controversial situations with maturity and sound judgment and use discretion when handling confidential information.
• Excellent writing and interpretive skills required when preparing correspondence.
• Ability to handle stress and maintain composure with stakeholders.
• Proven accuracy and attention to detail, creativity, resourcefulness and task completion.
• Highly motivated, innovative, creative and strategic thinker with a high level of self-confidence and energy to undertake diverse responsibilities.

• Determine which communication vehicles will be the most effective to engage audience.
• Determine and implement communication and distribution strategies.
• Determines content and format of newsletters and other communication tools.
• Makes decisions affecting the planning and execution of events in consultation with the Executive Director. Decide most appropriate format, venue and logistics, within guidelines including budget, for effective and efficient event planning and delivery.
• Under the direction of the Executive Director, identifies optimum practices for organizing and publicizing events by evaluating several factors such as cost effectiveness, need, interest, etc.
• Sets priorities and determines which project require the most urgent attention.
• Ability to prioritize numerous tasks and adjust priorities in response to changing requirements.
• Ability to make independent decisions, take initiative and work with minimal supervision.

Closing Statement

The University invites applications from all qualified individuals. Queen’s is committed to employment equity and diversity in the workplace and welcomes applications from women, visible minorities, Aboriginal Peoples, persons with disabilities, and persons of any sexual orientation or gender identity. In accordance with Canadian Immigration requirements, priority will be given to Canadian citizens and permanent residents.

The University provides support in its recruitment processes to applicants with disabilities, including accommodation that takes into account an applicant's accessibility needs. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at