Communications & Marketing Operations Coordinator

Communications Thunder Bay Full-time Permanent Overview Lakehead University invites applications for a Communications & Marketing Operations Coordinator to join its central Communications & Marketing team. Reporting to the Associate Vice-President, Communications & Marketing, the Coordinator helps keep the department’s operations running smoothly and provides financial, administrative and entry-level communications and marketing support. The role works closely with the AVP, the Director, Marketing, Brand & Digital Strategy, colleagues across the University and external vendors. Responsibilities Coordinate departmental administrative operations, including scheduling committee and other meetings, managing the AVP’s calendar, arranging travel, maintaining records and digital files, and providing logistical support for team activities. Track departmental budgets and spending, prepare monthly financial updates, and flag discrepancies or emerging budget issues. Process invoices, purchase orders, vendor payments, purchase card reconciliations and expense claims in accordance with University policies. Provide administrative and project support to the AVP and Director, Marketing, Brand & Digital Strategy, including coordinating follow-ups, travel, expenses and special requests. Liaise with Finance, Procurement and vendors to resolve questions and keep transactions moving. Maintain departmental workflows and project management tools, including Asana project setup, templates, timelines and records. Identify opportunities to improve processes for approvals, vacation tracking, attendance and project coordination. Serve as a first point of contact for communications and marketing requests. Review incoming submissions, follow up for missing information, route requests to the appropriate team members and help clarify timelines and next steps. Support internal communications, including preparing and reviewing content for email communications and the weekly Bulletin. Assist with basic copywriting and editing for web and social media. Assist with the coordination of campaign materials and creative assets, and support the marketing team with content calendars, logistics and basic reporting. Track media coverage and mentions, help compile the weekly media report and maintain its distribution list. Maintain confidential HR and departmental records, and assist with recruitment, onboarding, timesheets and vacation tracking. Provide coordination and logistical support for departmental projects, events and special requests. Qualifications Diploma or certificate in office or business administration, communications or marketing, or an equivalent combination of education and experience. Three to five years of progressive administrative experience, preferably in a post-secondary or complex, multi-stakeholder environment. Experience with financial tracking, reconciliations, procurement and administrative support for senior leaders. Strong organizational and time-management skills, with the ability to manage competing priorities and deadlines. Excellent written and verbal communication skills, with careful attention to accuracy and detail. Proficiency with Microsoft Office and project management tools such as Asana. Experience with Drupal or another content management system, digital file management, or university finance, HR and procurement systems is an asset. Discretion and sound judgment when handling confidential information, along with the ability to work collaboratively with colleagues, leaders and external partners. AI may or may not be used for the screening purposes of this role. Lakehead University is committed to creating a diverse and inclusive environment and welcomes applications from all qualified individuals including women, racialized persons, Indigenous people, persons with disabilities, and other equity-seeking groups. All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be …

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