Department of Human Resources
Exempt Job Description
Job Title: Manager, Government & Community Relations (Durham)
Job Number: X-304
Band: 6
NOC: 0124
Department: Trent University Durham
Supervisor Title: Head, Trent University Durham
Last Reviewed: September 24, 2014
Job Purpose
As a key member of the Trent University Oshawa campus, this individual will represent the University to the community at large through the development and maintenance of relationships with all levels of government, key community groups, external agencies and/or interested parties with a focus on raising awareness of the University and cultivating partnerships throughout the Durham region. This individual will also plan and execute key institutional events, manage articulation agreement staff and develop and recommend fundraising strategies as well as liaise with the Marketing and Communications department on Oshawa specific media and issues management activities.
Key Activities
Government Relations;
1. Continue to develop and implement Government Relations plan to influence provincial and federal issues.
2. Scan for emerging issues, interpret policy announcements, seek and promote grant opportunities.
3. Principal contact for COU/AUCC to develop and implement sectoral advocacy plans and initiatives.
4. Build relationships with staff and elected officials at all provincial and federal levels of government.
5. Provide briefing notes and presentations, speeches, key messages and correspondence.
6. Organize events, e.g. Durham days @ Queens Park, Ministers visits, funding announcements.
7. Develop robust contact lists and ensure contact information is updated in Raisers Edge. Implement regular communications to build profile and engagement.
8. Key liaison for government, ensuring inquiries are dealt with in a prompt and strategic manner.
9. Organize logistics and materials for government funding announcements, press conferences, VIP tours and meetings.
10. Represent Trent at meetings with key Municipal stakeholders and proactively cultivate relationships. Supervise Maintain up-to-date mailing and contact lists for local partners and key contacts and ensure relevant publications and announcements are sent.
11. Research and draft speeches, gathering information to assist in developing materials and ensuring spokesperson availability.
12. Monitor, analyze and interpret Durham region council agendas and meetings for issues that may affect Trent and make recommendations to Head, Trent Oshawa on possible actions.
Community Relations and Events;
1. Develop Community Relations Plan for Oshawa.
2. Fulfill leadership role in raising awareness of Trent University Oshawa as a prominent educational institution in the Durham Region by maintaining an awareness of key community issues, events and initiatives and look for opportunities for Trent to participate or collaborate. Plan, develop and implement events and/or programs to promote community awareness.
3. Represent the University with community groups and at community initiatives, organizations, committees and meetings as required by the Head, Trent Oshawa.
4. Research, recommend and implement partnerships and sponsorships to build profile and engagement.
5. Become actively involved in the community to develop relationships and profile for Trent Oshawa. Maintain a relationships with key community leaders, Chambers of Commerce, Boards of Trade, etc. and ensure appropriate contact including sending publications, invitations to key events, etc.
6. Define formal and informal stakeholder liaison channels and ensure that those participating are briefed as needed.
7. Take leadership role on certain relationships and/or events and direct special projects as required for the Head, Trent University Oshawa (i.e. Humanities 101).
8. Maintain up-to-date mailing and contact lists for key contacts, influencers and community organizations and ensure they receive Trent releases, newsletter or other communications initiatives.
9. Provide support to the Director of the Trent Small Business Institute for the implementation of the program and logistics. Manage relationships with the Chambers of Commerce, Boards of Trade, other academic institutes, business centres, etc. to promote the institute and maintain the client base.
10. Lead in the planning and execution of large Oshawa campus events such as Tedx, the Chancellor’s lecture series, President’s reception etc.
Articulation Agreements (Lakeshore West);
1. Manage staff member at Trent University Oshawa responsible for articulation agreements (Lakeshore West).
Media Relations and Issues Management;
1. Identify to Marketing and Communications office appropriate Oshawa faculty and administration to respond to inquiries.
2. Recommend Trent Oshawa specific news story coverage and act as liaison between Marketing and Communications office and Oshawa staff and faculty for media and Trent news stories.
3. Support the M&C daily media monitoring service by reviewing local Durham publications for relevant issues and stories and any relevant Government relations stories.
4. Issue press releases for local events and initiatives and follow-up to encourage media attendance and coverage.
5. Provide support to the Head, Trent Oshawa and Director M&C in emergency operations planning and the annual review of the emergency communications plans for the Oshawa campus.
6. Handle highly sensitive and confidential information.
Fundraising and Budget;
1. Develop fundraising strategy for Oshawa campus to support the goals and priorities identified by the Development office. Identify and facilitate the development of relationships with key prospective donors in the Durham region. Utilize Raisers Edge to log contact information and actions, as well as the prospect clearance process.
2. Research, recommend and implement partnerships and sponsorships to build profile and engagement.
3. Prepare and submit high-quality grant applications and proposals and manage relationships with funding program officers and follow-ups as required.
4. Utilise sound financial management practices to maximise capital and operational deliverables while staying within budget.
Analytical Reasoning
Must display an issues management mindset and be able to project how evolving issues will impact the reputation of the department/University. The complexity of the role is tied to the multitude of projects that must be managed simultaneously, with tight deadlines. The output of work is very public in nature and special attention must be adhered to ensuring the accuracy of work that is eventually published in the public domain. Intense conceptual thinking is required to define the correct path for successful project management, i.e. advice difficult situation arises at a University event and the Director is unavailable for immediate advice.
Decision Making
Interacts frequently with VIPs and their staff, and external stakeholders such as media and community leaders. In doing so, the Manager G&CR directly represents the University. Sound judgement is required to maintain and cultivate relations with a myriad of stakeholders in government, faculty and in the internal/external communities. Decisions are made by the Manager G&CR on messaging, commitment of resources, and reacting to difficult issues. In broad consultation with the Head the Manager G&CR is required to use sound judgement at a moment in time.
Impact
Decisions taken by the Manager G&CR has the potential of impacting the public reputation of the University. Work completed is frequently broadcast and shared in the public domain. The management of a media inquiry, for example, has the potential of resolving an issue or extending a controversy, depending on the decisions taken.
The success of events impacts public safety, university reputation and future philanthropic support.
Education Required
Honours University Degree (4 year). Post Graduate Certificate in Public Relations.
Experience Required
1. Five plus years of directly related work experience in a large organization, preferably in a communications setting or equivalent.
2. Excellent written and verbal communication skills. Personable and friendly.
3. Strong organization and project management skills. Attention to detail.
4. Excellent computing skills (Microsoft Office, Word, Excel, Project Management, e-mail, internet, web content management, PowerPoint).
5. Strong budgeting and numeracy skills.
6. Experience dealing with multi-tasking in a fast-paced environment with rapidly changing priorities.
7. Understanding of basic principles of media relations, government relations and community relations.
8. Strong issues management mindset.
9. Takes initiative, is resourceful and creative.
10. Discretion, tact, diplomacy, maturity – ability to manage confidential information and display sensitivity during difficult situations.
11. Resilient and energetic to deal with hectic environment.
Responsibility for the Work of Others
Direct Responsibility for the Work of Others:
- Co-Ordinator - Articulation Agreements (Durham)
- Summer Students/intern
Indirect Responsibility for the Work of Others:
- Liaises with President on Government Relations, VP on Community Relations and Fundraising, Marketing & Communications Staff to implement communications plans e.g. postings on social media, production of brochures and signage.
Communication
Internal:
- Chair of the Board, Board members
- President
- PVP, PPG
- Faculty
- Staff
- Alumni
- TOSA Students, student government leaders, student media
External:
- Elected/appointed government officials (federal, provincial, municipal)
- Opinion leaders, VIPs, various
- Associations – AUCC, COU
- Media
- Business leaders
- Economic development agencies, Chamber, school boards
- Volunteers
- Consultants
- Printers, suppliers
Motor/ Sensory Skills
- Keyboarding - Working at work station throughout day, responding to telephone calls, large volume of e-mails
- Verbal - Engaged in extensive verbal communication in political context on phone and in person
- Visual - Attention to fine detail and overall presentation of professional-looking collateral materials
- Active listening - High level of listening, comprehension and two-way communication skills. Ability to articulate messages clearly, both verbally and in writing.
Effort
Mental:
- Multi-tasking - Requirement to advance assignments and meet multiple critical deadlines in a fast paced, changing environment
- Diplomacy - Required in meetings, interactions with all internal/external audiences including media
- Concentration - Required in the face of constant interruptions, requests and emerging issues. Necessary to ensure accuracy of written materials, accurate budget recording and attainment of work goals.
Physical:
- Duration of work day - Work schedule may require extended hours
- Mobility - Tasks/events require travel and after hours meetings (Council meetings in Whitby, Oshawa, Clarington etc.). AUCC, COU meetings.
Working Conditions
Physical:
- Lifting - Physical capacity to organize for special events/announcements
- Note: Preference given to a candidate holding a valid Ontario driver’s license with access to own automobile
Psychological:
- Scrutiny - At times, the work environment generates intense scrutiny of work output and key messages that will appear in the public arena.
- Stress - Position is part of a department that manages a consistent high volume of work and concurrent projects
Job Number: X-304 Page 6 of 6 Last updated: August 2014