Internal Communications and Engagement Specialist - University of Waterloo

Overview

The Internal Communications and Engagement Specialist is responsible for developing a wide range of internally focused communication products within the Faculty of Science to create a community of knowledge sharing between departments/schools. Under the direction of the Director, Communications & Marketing, the role works closely with multiple stakeholders within the Faculty to communicate faculty news, events, and announcements to our internal audiences of staff, faculty, and students. Responsible for developing and delivering consistent, professional, and creative content to engage our internal audiences. The Specialist has significant knowledge of internal communications best practices and experience in project managing and implementing internally focused initiatives.

The role requires a passion for employee communication, storytelling, community-building, user experience design and working knowledge of website best practices.

Responsibilities

Internal Communications

• Lead the development and implementation of an effective internal communications program to foster increased information sharing among the Faculty’s departments, schools, and associated research centres
• Ensure consistency of voice and message across all internal channels
• Leads the production of internal communications material including but not limited to the Faculty’s Intranet, email newsletter, and other email communications
• Gather information, conduct research, interview sources and write content for ongoing deliverables associated with the internal communications program
• Support internal department teams with content creation, content calendars, and content review when needed
• Build relationships with faculty and staff to maintain awareness of all teaching and research activities within Science and enhance stakeholder participation in internal communications
• Ensure relevant external news is shared with key internal stakeholders through our Intranet
• Own and manage the day-to-day activities of ad hoc internal communications, including acting as an advisor to departments and colleagues on best practices
• Review all internal communications to ensure consistency of voice and alignment with communications strategies as set with the Faculty Strategic Plan
• In consultation with the Director, Marketing & Communications, develop and manage plans for handling internal communications at times of crisis; create and deliver any necessary internal communications and engagement plans following a crisis

Employee Engagement

• Develops and builds strong relationships and maintains a network with Faculty of Science colleagues by establishing two-way communication channels
• Provide support and clarification to internal stakeholders and Faculty leaders to ensure they are confident in delivering key messages and to strengthen internal communications aligned with the successful execution of the Faculty Strategic Plan
• Champion employee engagement surveys for the Faculty, ensuring meaningful feedback and metrics are in place to monitor initiatives
• Interacting with members of project teams, faculty members and instructors, staff, and students about new or ongoing strategic projects and new ideas and how to share them with other internal audiences
• Builds frameworks/systems to support cultural and social connections among people that are not directly work-related

Web Management

• Supports the content management of the portfolio of Science websites, including the look, navigation, user interface, and functionality of each website
• Adhering to the University’s web strategy and policies, manage the Science Intranet and department websites
• Plans and publishes materials to the portfolio of Science websites for our stakeholders, including students, alumni, faculty, and staff
• Regularly reviews and edits content on all Science websites to ensure consistency, relevant up-todate information, and avoid duplication on the various websites/pages
• Maintains and updates web content that promotes and amplifies the awards and achievements of the Faculty
• Stays up to date on current UX/UI trends, digital accessibility tools and best practices and shares this knowledge with colleagues/stakeholders

Measurement and Impact

• Analyze and segment internal audiences to target communication effectively
• Maintain a strong understanding of different internal audiences. Use this knowledge to ensure the tone, language and format of internal communication is accessible and read by a range of Faculty groups
• Bring together views and perspectives of stakeholders to gain a wider picture of the landscape surrounding activities and policies
• Explore employee engagement data to understand the context for internal communication, identify challenges and barriers, and suggest actions for improvement
• Recommend and initiate new channels for internal and leadership communication
• Develop tools and vehicles to generate sources of data to inform internal and leadership communication
• Monitor and evaluate the effectiveness of internal communication strategies and tactics for continuous improvement

Qualifications

• University or college degree in English, public relations, marketing or a communications-related field or equivalent combination of education and experience Experience
• 5+ years of experience providing internal communication support in a complex, fast-moving and diverse corporate environment is essential Knowledge/Skills/Abilities
• Excellent written and verbal communication skills, with a solid knowledge of both English grammar (proofing and editing) and the specialized requirements associated with writing for the web and other digital media
• Experience with Intranets, including writing, posting, curating and disseminating content
• Expertise in strategic storytelling, communications, and content marketing
• Experience providing superior client service and an ability to change perceptions and align expectations, garnering engagement and collaboration with communication services
• Ability to leverage interpersonal skills and industry expertise to provide outgoing and proactive communication support to clients, reacting quickly to changing circumstances, shifting priorities, and short deadlines
• Ability to network and collaborate with stakeholders at all levels of the organization, influencing and persuading when needed
• Understanding of best practices in information architecture, navigation, user interfaces, usability, accessibility standards, and testing would be a plus
• Strong organizational skills and ability to effectively manage numerous projects and initiatives
• Ability to manage confidential and sensitive materials and situations with discretion and diplomacy
• Ability to make decisions and solve problems with good judgment and acute sensitivity to the political environment and to the reputation of the University

Equity Statement

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is co-ordinated within the Office of Indigenous Relations.

The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion.  As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at hrhelp@uwaterloo.ca  or 519-888-4567, ext. 45935.