Department of Human Resources
OPSEU Job Description
Job Title:
Job Number:
NOC:
Band:
Department:
Supervisor Title:
Information Coordinator
A-215
1123
9
Recruitment & Admissions
Director, Recruitment & Admissions
Last Reviewed:
May 18th, 2011
Job Purpose
Reporting to the Director, Recruitment & Admissions, and the Information Coordinator oversees
the planning, development and coordination of internal and external communications plans to
attract high quality students and support the overall strategic enrolment management goals of
the University. As a member of the Recruitment & Admissions team, the Information
Coordinator is a leader in monitoring and analyzing key points of contact in the recruitment and
admissions cycle, and will work closely with the Marketing & Communications department to
evaluate the effectiveness of communications initiatives to ensure a seamless, consistent
information program that effectively addresses the needs of prospective students, applicants
and related audiences.
Key Activities
Web, Social Media and Electronic Communications:
1. Responsible for independently developing creative and effective content for the web
and email to reach target audiences.
2. Maintain and develop web sections managed by the Office of Recruitment &
Admissions.
3. Collaborate with the Office of Marketing & Communications on a web design and
development plan to integrate Recruitment & Admissions web sections.
4. Oversee the strategic development of the Office’s Facebook presence and incoming
class social media communities for both Peterborough and Oshawa campuses;
represent the office on Trent committees, working groups and collaborate with key
departments around developing social media strategies for the University or other
special projects as required.
5. Develop a strategy and draft content for an annual E-mail communications strategy for
prospective students and applicants.
6. Produce and execute an annual plan for the ongoing use of multi-media tools and
equipment to capture aspects of student life, and interviews with current and
prospective students and applicants to upload to the web and social media networks in
Job Number: A-215
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a timely manner.
7. Research best practices, trends, new strategies and take initiative in using the web and
social media to effectively engage prospective students and applicants.
Marketing Communications:
1. Consult with the Director, Recruitment & Admissions, Manager of Recruitment,
Manager of Admissions and others within the Strategic Enrolment Management
portfolio and other departments to establish effective communication with prospective
students, their families and guidance counsellors throughout the recruitment and
admissions process.
2. Is the primary resource for the development and dissemination of informational and
promotional materials produced by the Office of Recruitment & Admissions, as well as
other communication materials within the Strategic Enrolment Management portfolio
as required. Materials include, but are not limited to academic program brochures,
information sheets, the undergraduate prospectus (Viewbook), content for the Ontario
Universities’ Application Centre (Contact lists, E-Info, Call for Copy), banners, posters,
contact cards, advertisements and Regional Dialogues Guide for high school counsellors.
3. Work in consultation with Strategic Enrolment Management staff, the Office of
Marketing & Communications and other departments as a team leader in the
development of strategic, marketing materials and communications plans targeting
prospective students, applicants and related audiences.
4. Draft and edit key messages and speaking points and develop presentation templates
for high school, college and university fairs and other recruitment related activities.
5. Knowledgeable of and a team leader and resource in regards to the Trent University
brand and visual identity standards and guidelines.
6. Provide proof-reading, editing and other collaborative planning and support for
producing effective and accurate communications materials including, but not limited to
Offer of Admission letters, Undergraduate Academic Calendar.
Event Communications and Special Projects:
1. Conceptualize and develop creative messaging for event materials including production
of invitations, displays, programs, posters, promotional products and related décor.
2. Collaborate with Marketing & Communications on drafting key messages, speaking
points, information sheets and media materials.
3. Report on signature events including interviewing participants at events and producing
and disseminating follow-up stories in print and electronic format.
4. Work with staff specifically with staff in Student Affairs as other departments on
strategic content and communications project collaboration to help applicants transition
into campus life as new students.
5. Develop campus tour program materials, such as self-guided tour packages, as well as
training content, including the use of video and other multimedia.
6. Participate in staff and student training and development particularly in regards to
defining appropriate content for responding to general email and phone inquiries,
providing templates and overviews of communication and customer-service standards.
7. Participate in university committees, special projects or represent Trent at external
events as required.
Evaluation, Planning and Analysis:
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1. Develop an effective and consistent print and electronic data collection program
including contact cards for high school, college and university visits, online tour and
event bookings, and other mechanisms to collect audience information.
2. Maintain an annual timeline and critical path which charts all contacts with and
materials required for communication with prospective students and applicants.
3. Draft prospective student and applicant surveys and devise methodologies for
evaluation of effectiveness of recruitment activities and events.
4. Estimate budgets for communications materials and projects.
5. Build effective relationships and collaborate with all academic and service departments
on key messaging required to support effective student recruitment and admissions.
Analytical Reasoning
Indicate degree of complexity or difficulty of thinking and reasoning required by the job. Provide a
relevant work example that is typical of roles and responsibilities of the job (i.e. not an occasional duty).
Decision Making
Indicate the degree of freedom to exercise initiative or act independently in making day- to-day decisions.
Provide a relevant work example that is typical of roles and responsibilities of the job (i.e. not an
occasional duty).
Impact
Indicate the impact or consequence to the department or University of typical actions or decisions taken by
the job incumbent. Provide a relevant work example that is typical of roles and responsibilities of the job
(i.e. not an occasional duty).
Education
Honours Bachelor’s Degree in communications, marketing or related discipline required.
Experience Required
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A minimum of three years of experience writing, producing and disseminating
communications and marketing materials (using new and traditional forms of media) in
a large public sector or corporate communications environment.
Requires demonstrated experience writing for accuracy and impact in a variety of
formats and media.
Demonstrated experience leading marketing and communications projects and
overseeing the work of others.
Ability to manage diverse projects and shifting priorities within tight timelines.
Proficiency with computer systems including word processing, spreadsheets, databases,
presentation software, web content management systems, Internet, and Email.
Excellent interpersonal, presentation, written and verbal communication skills.
Experience with producing reports on and evaluating the effectiveness of
communications programs using surveys and/or other forms of analysis.
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An understanding of complex stakeholder groups and diverse audiences.
Demonstrated experience in marketing to and understanding the needs of target
audiences.
Knowledge of the Ontario secondary and post-secondary system environments, trends
in and needs of relevant student populations and audiences.
Responsibility for the Work of Others
Indicate whether the incumbent is directly or indirectly responsible for the work of others. Provide the title
of the position(s) as well as an example of how the incumbent is responsible for the work of others on a
daily basis. Specifically, indicate whether the position has responsibility for hiring and supervision of
student workers.
Communication
Indicate the title(s) of individuals internal and external to the University that the incumbent communicates
with on a regular basis. Provide a brief description of the purpose for communicating with these
individuals.
Internal
External
Motor/ Sensory Skills
Indicate the level of proficiency or precision in motor or sensory skills required by the job. Examples
include but are not limited to: small/large movement to operate machinery; coordinated movement;
equilibrium to maintain balance; dexterity to grasp, move, assemble objects or operate equipment;
hearing, sight, touch, smell, taste. Provide a brief description of tasks performed that require
motor/sensory skills.
Effort
Indicate the physical and/or mental demands of the position in the ordinary course of performing the role.
Examples include but are not limited to: lifting, moving, carrying, pushing/pulling, reaching, kneeling,
remaining motionless, sustained concentration or focus. Provide a brief description of the tasks
performed that are physically and/or mentally demanding.
Mental
Physical
Working Conditions
Indicate any physical and psychological conditions of the position that make the job unpleasant,
disagreeable and/or hazardous to health and well-being. Describe the nature, frequency and duration of
exposure.
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Physical
Psychological
Job Description Approved by Human Resources (as per Article 17.1):
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Incumbent
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Immediate Supervisor:
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Department Head/ Dean:
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Job Number: A-215
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Last updated: December, 2013