|Posting ID :
|Apply By :
|Position Title :
||Manager, ICT Administration and Communication
|Job Type :
||Full-time, Limited Term
|Reports To :
|Position Summary :
||Wilfrid Laurier University is a leading multi-campus, university known for
academic excellence and a culture that inspires lives of leadership and purpose. Laurier has a distinct commitment to teaching, research, experiential learning, sustainability and scholarship, which combine to address critical challenges in society, business, the economy and the environment – globally and in the communities we serve. At Laurier’s heart is its strong student focus, which results in exceptional levels of student satisfaction and a deep sense of community that lives on through the university’s highly engaged alumni.
Laurier takes pride in building meaningful relationships with colleagues and students. The Laurier community supports one another, encourages collaboration and teamwork and respects work/life balance, all while recognizing the importance of a challenging, rewarding and inspiring career. Laurier has more than 19,000 students and 2,100 faculty and staff across campuses in Waterloo and Brantford, as well as locations in Kitchener and Toronto.
Diversity is one of Laurier’s core values. The university is committed to providing an inclusive workplace and employing a workforce that is reflective of local and national demographics. Our locations are situated on the traditional territories of the Neutral, Anishnawbe, and Haudenosaunee peoples. We recognize the unique heritages of Indigenous peoples and support their intentions to preserve and express their distinctive Indigenous cultures, histories, and knowledge through academic programming and co-curricular activities. Laurier’s Centre for Indigegogy is one example of how Laurier honours Indigenous knowledge.
We currently have an opportunity to join the Laurier community as a Manager, ICT Administration and Communication.
Reporting to the Chief Information Officer (CIO) and serving as a key member of the Information & Communication Technologies (ICT) management team, the Manager, ICT Administration and Communication is responsible for developing, coordinating and implementing integrated communications and marketing strategies to advance ICT’s engagement across the University. A strategic communications professional with outstanding writing skills and a creative flair, the incumbent will review and oversee ongoing and project-related communications as well as the enhancement of web and new media platforms. They will play a pivotal role in determining and developing both targeted and broad-based communications and marketing initiatives for internal and external audiences/stakeholders. They will be responsible for meeting objectives established in consultation with the CIO and ICT’s Leadership Team, and in partnership with CPAM.
Working closely with the CIO, the Manager will ensure the smooth functioning of the Office of CIO and its activities. They will assess the priority and relevance of all material, written information and communications flowing in and out of the office to determine the proper course of action to enable departmental staff to respond in a timely and appropriate manner.
The Manager will lead the work of the administrative staff within the office. The incumbent will assign work and establish work priorities and deadlines. They will be responsible for the management of the staff within the office including recruitment coaching and training and performance management. Further, the incumbent will work with the ICT Leadership team to develop and implement ICT procedures to respond to new and emerging initiatives and requirements of the CIO’s office which enables the smooth operation of the ICT department, ensuring tasks and activities adhere to overall strategies, objectives, standards, schedules and guidelines.
The incumbent has frequent interaction with senior administrators, faculty, staff, students, government officials, consultants, and vendor representatives on behalf of the CIO. They work with critical and confidential information such as project plans, budget information, tenders documents, and other information.
This position has a university-wide mandate and is based at the Waterloo Campus. The incumbent provides leadership in a multi-campus environment, requiring regular interaction, communication and collaboration with staff and stakeholders at the Waterloo Campus, Brantford Campus and Toronto office and external partners. The Manager will ensure the unit’s policies, programs and services are delivered equitably across all campuses and reflect the needs of local stakeholders.
||Executive Support and Office Management:
- Reviews documents that require CIO’s signature as University signing authority, returning those with discrepancies to the sender for corrections;
- Acts as main point of contact for the CIO, co-ordinating multiple tasks with Senior Administrators, Deans, Directors, departmental managers, and many internal and external contacts.
- Oversee the administrative management of the Office of the CIO, and the overall ICT department
- Oversees the work of the Administrative Assistant, Business Operations including delegating and prioritizing work related to the management of the CIO’s calendar, the scheduling and agenda coordinator of various committees, coordination of CIO’s travel arrangements
- Provide strategic insight and knowledge of best practices to maintain central filing system, including major project files and with the use of appropriate retention practices
Staff management and Human Resources
- Provides leadership and management of administrative functions with the department;
- Directs the activities and coordinates the schedule of Administrative Assistant, Business Operations to ensure that departmental objectives are carried out;
- Establishes procedures to ensure financial, administrative, technical and human resource goals are met;
- Constantly monitors quality of service and takes steps to continue to improve;
- Supervises hiring for new or replacement staff position in the department in co-ordination with Human Resources and organizes the interview process;
- Ensures new staff are trained appropriately;
- Analyzes organizational structures, work practices and assignments, staff positions, conduct workload reviews ensuring that resources and customer service levels are maximized;
- Makes appropriate suggestions regarding operational changes;
- Provides leadership by setting goals, including appropriate staff development activities to achieve these goals, and establishing performance indicators to measure achievement;
- Manages Leave Reports of all direct reports within the Office of the CIO’s portfolio to ensure proper time management processes are adhered to;
- Responsible for numerous matters pertaining to staff and Human Resources;
- Defines and oversees procedural/ reference documentation lifecycle, making adjustments as appropriate to content and/or audience;
- Ensures business processes within ICT are properly documented and enforced.
Communications Management and Research:
- Develops, implements, coordinates, and measures communications plans and initiatives to increase understanding of technology and awareness of the department and ICT services for the campus community, including the development of key consistent themes.
- Develops measurement criteria for evaluating the communication plans, their execution and effectiveness and propose/incorporate changes for improvement.
- Conducts and/or oversees communication audits at regular intervals, evaluates and makes recommendations based on results.
- Co-ordinates and participates in the writing, editing and approval process for all communications pieces (i.e. articles, publications, news releases, advertising, and public-awareness campaigns etc.) across multiple platforms including, but not limited to, print, web and social media;
- Prepares, edits and reviews documents, presentations and other communications for the CIO and others. This may include project and legal documents, e.g. Requests for Proposals, letters of intent etc.
- Provides leadership in the selection, recommendation and adoption of web-based communication tools;
- Manages and oversees the maintenance of the ICT intranet and student webpages, liaising with ICT colleagues to ensure that the information presented is accurate.
- Acts as liaison with internal and external groups on behalf of CIO, requiring extensive knowledge of the subject matter and wise, tactful interactions with organizations;
- Provides communication expertise and leadership to support, enhance and promote ICT services through recommending, coordinating, and overseeing public relations events and initiatives including presentations, events, seminars, and information sessions;
- Works with CPAM in the development and implementation of comprehensive visual identity standards for use in ICT, to ensure consistency with overall university visual identity standards;
- Conducts research on identified topics and summarizes findings for the CIO and others;
- Conducts and/or oversees focus groups, collects and analyzes data, and prepares related reports;
- Analyses and synthesizes large amounts of information into executive summaries, reports and briefings for the CIO and others.
- Works with the CIO and the ICT Leadership Team to plan, direct, coordinate, monitor and complete activities of assigned projects. Develops effective project elements and procedures based on the goals set out by the CIO;
- Directly responsible for the effective leadership of project management, research, coordination, communications, and expediting of project related activities specific to this position;
- Overall responsibility for budgeting, scheduling, resource planning, meeting facilitation, financial status reporting, project presentations, etc.;
- Maintains quality control over all aspects of assigned projects;
- Takes the necessary initiative to drive project agendas forward and is accountable for projects and processes;
- Coordinates effective communication with project partners.
- Prepares and submits reports on expenses;
- Forecasts, monitors and commits funds for expenditures for the office;
- Commits funds and authorizes expenditures for the CIO’s travel, office supplies, hospitality and other goods and services.
- Post-secondary education (business or other related field), and least
- five (5) years’ experience in a communications-focused role;
- 5-8 years’ experience providing administrative and management assistance to a senior role, preferably in a post-secondary environment;
- Some formal training in Project Management and a familiarity with Project Management tools and techniques is an asset.
- A Master’s degree is an asset.
Problem Solving and Organization
- Exceptional analytical and problem solving skills with a demonstrated ability to think strategically, and identify short/medium/long term implications and opportunities of proposed changes;
- Ability to work independently with a high degree of initiative and resourcefulness;
- Highly developed organizational skills and excellent attention to detail.
- Superior written and verbal communication skills, demonstrated through a first-rate and varied portfolio of writing samples;
- Superior presentation skills – both development and delivery;
- Demonstrated experience creating and implementing programs and integrated marketing communications plans in a collaborative setting;
- Demonstrated proofreading copy editing and writing skills;
- Demonstrated knowledge of meeting protocol and procedures including strong abilities in minute taking, and maintaining action and issue logs;
- Creative design sense and an ability to work with creative professionals to develop projects from concept to final product, as demonstrated through project samples.
Leadership and Interpersonal Skills
- Confidence in their ability to provide leadership and direction, and to make timely decisions;
- Demonstrated strengths in managing an office environment in such a way as to ensure efficient and coordinated operations;
- Demonstrated change management skills;
- Excellent interpersonal skills and an ability to work collegially and effectively with individuals at all levels within or related to a complex organization (students, staff, faculty, administrators, and external constituencies including alumni, government, and members of business community);
- Demonstrated customer service skills, with a commitment to service excellence and to representing the department with a high degree of professionalism;
- Ability to deal tactfully and to exercise discretion;
- Ability to participate effectively in a team-based information sharing environment;
- Appreciation of diverse perspectives and ability to work with diverse groups;
- Ability to consistently exercise independent judgement.
- Experience successfully managing projects and new initiatives,
- Ability to clearly organize and communicate financial/budgetary information to staff/managers at all levels;
- Ability to work to deadlines, proven dependability and flexibility, including a willingness to adjust work hours from time to time to meet deadlines;
- Demonstrated ability to plan, prioritize and on deliver on multiple tasks on time in a rapidly-changing and challenging environment;
- Sound understanding of project management processes and best practices.
- Technically adept with applicable software applications, Microsoft Office suite (Word, PowerPoint, Excel, Visio), web applications, and enterprise resource planning solutions; with the ability to, and interest in, learning applications in the Laurier IT environment.
- A mature understanding of IT service management and best practices, and an ability to recognize and act upon cues or trends in order to ensure that user demand can be met as effectively as possible;
- An in-depth knowledge of the University’s processes is an asset.
||$64,192 – $80,240
|Salary Notes :
||This is a full-time, limited term position with an expected start date of April 1, 2019 until October 2020.
|Please Note :
||Please submit a cover letter and resume.
Wilfrid Laurier University endeavors to fill positions with qualified candidates who have a combination of education, experience, skills and abilities to successfully perform the duties of the position while demonstrating Laurier’s Employee Success Factors.
Diversity and creating a culture of inclusion is a key pillar of Wilfrid Laurier University’s Strategic Academic Plan and is one of Laurier’s core values. Laurier is committed to increasing the diversity of faculty and staff and welcomes applications from candidates who identify as Indigenous, racialized, having disabilities, and from persons of any sexual identities and gender identities. Indigenous candidates who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact the Office of Indigenous Initiatives at firstname.lastname@example.org. Candidates from other equity seeking groups who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact Employment Equity and Accessibility at email@example.com. We have strived to make our application process accessible however if you require any assistance applying for a position or would like this job posting in an alternative format, please contact Human Resources at 519-884-1970 ext.2007 or firstname.lastname@example.org.