Communications Officer (UWO)

Communications Officer (Events & Video Production)

Purpose of Position:

The Communications Officer will manage the development, implementation, monitoring and

assessment of a broad range of communications with a goal of building and promoting the P2P's

brand and reputation locally and nationally. The Communications Officer will determine the most

effective methods of communications and establish stakeholder relationships, in order to achieve

strategic outcomes, and provide advice on related matters. The Communications Officer will

coordinate the annual national conference, other virtual and in-person events, the video series,

and communications for the Pathways to Prosperity (P2P) Partnership in the Western Centre for

Research on Migration and Ethnic Relations, Faculty of Social Science. The Communications

Officer will protect, promote, and enhance the reputation of the partnership and its people

through successful and thriving events, educational video productions, and effective and efficient

communications, ensuring adherence with University policies and guidelines.

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Unit's Mission:

The Western Centre for Research on Migration and Ethnic Relations facilitates research that draws

on academic knowledge to inform public policy and practice on migration and ethnic relations in

Canada and internationally. The goals of the Centre are to foster interdisciplinary research among

faculty and students on questions of direct relevance to migration and ethnic relations, provide

training opportunities for students beyond the borders of their own discipline and Western, and

forge links with policy makers, the academic community in Canada and internationally, and the

community at large.

The Centre is home to the Pathways to Prosperity (P2P), a national partnership focused on

immigration which includes all key federal and provincial migration ministries; municipalities;

national, regional, and local organizations involved in newcomer settlement; and researchers from

over fifty universities. The main activities of the Partnership are primary and secondary research,

knowledge transfer, education, and mutual learning.

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Role Details:

Incumbent:

Department: Pathways to

Prosperity (P2P)

Partnership, Faculty of

Social Science

Unit/Department Leader: Victoria Esses

Date: March 2, 2026

Position Number (if

applicable):

00001347

For Human Resources Use:

Classification: Communications Officer

– SG 13

Job Code: MM1X18

Department #: 222100

Classified Date: 03/26

Effective Date: RFH

Evaluator: AP

Job Family: Admin Services

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Key Accountabilities

Events – Annual National Conference, In-Person Workshops, Virtual Workshops

The Pathways to Prosperity holds a hybrid 3-day annual national conference with a keynote,

plenary sessions, concurrent breakout workshops and roundtables, interactive activities, poster

session, and exhibitors that is attended by 700-800 in-person delegates and 300-400 virtual

participants. In addition, the Pathways to Prosperity holds a virtual workshop series that runs for

4-5 months and regional in-person workshops with approximately 100-200 delegates each.

• Creates and monitors progress on all tasks related to event planning and execution, and

report to direct supervisor

• Evaluates potential venues, negotiates contracts and liaises with the venue management to

ensure that event logistics run smoothly and are delivered as per the conference goals

• Evaluates, selects, sets up and maintains the conference website and virtual platform

• Coordinates back-end registration operations and provides effective service for event

registration and general inquiries, maintains an account of revenue generation, invoices and

payments, refunds and collaborates with the finance team on revenue reconciliation

• Establishes contacts with various vendors and negotiates rates for services (e.g. audiovisual suppliers, English-French language interpreters, ASL interpreters, closed captioners,

commercial printers)

• Coordinates event logistics with in-person and virtual AV teams. Liaises with the audiovisual supplier leading up to the event, and overseeing the work of the on-site and virtual AV

teams to ensure seamless production of the on-site event and live broadcast of the virtual

platform

• Supports logistics for small conferences held by our partners (1/2 or 1 day) that take place

alongside the P2P National Conference

• Prepares agenda booklets, signage, badges, and other conference and workshop materials

• Films the conference and workshops using multi-camera set up and edits the videos with

the insertion of speakers’ presentation slides, where available. Edits videos from virtual

events and publishing as required

• Coordinates event volunteers, sponsors and exhibitors

• Prepares press releases and coordinates with media as required

• Manages the live broadcast of the virtual workshops

• Stays up-to-date with event industry trends and introduces new technologies and

applications to meet the conference objectives

• Tracks and reports key conference and workshop metrics (e.g. number of registrants,

attendees, hits on the virtual website, downloads of materials)

• Tracks expenses and manages budget to help monitor trends and plan more effectively

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Video Series

The Pathways to Prosperity produces a series of videos each year that focus on promising

practices in the sector. Each video is approximately 15 minutes in length and is shot in various

locations in Canada. The videos are posted on the P2P website and the Partnership’s YouTube

channels.

• Coordinates travel and venue planning, manages equipment rental and recruits freelance

videographers to help on-site

• Schedules interviews, creates guidelines for interviewees, responds to their queries in a

prompt manner and prepares them for the shoot

• Conducts the interviews and directs a multi-camera shoot including setting-up the venue

and audio-visual equipment

• Edits recorded footage into cohesive, informative videos that meet the objectives of the

project

• Publishes the videos online following search engine optimization best practices, ensuring

the videos and the P2P YouTube channels grow in popularity and usage

• Tracks expenses to help monitor trends and plan more effectively

Outcomes the role is to Achieve

• Strong collaborative relationships are maintained with supervisor, colleagues, clients,

suppliers, and other stakeholders

• Skillful coordination of multiple schedules, venues, and materials for meetings or events

• Key messages are effectively delivered to target audiences using appropriate

platforms

• All videos and communication content are creatively designed, and adhere to

relevant legislation, and Western's policies

• Communication content follow best practices and latest trends

• Enhanced image, reputation, and strategic positioning for P2P, the Faculty of

Social Science, and Western locally, nationally, and internationally

• Organized work-plans for self and others that include clear, actionable steps, and

targeted deadlines

• Creative and effective solutions to every day challenges

• Projects are smoothly implemented, on-time and on-budget

• Thorough management of expenses, data collection and analysis

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Problem Solving and Authority for Decision

a) Examples of issues that the incumbent is expected to resolve independently and who is

affected

• Liaising with various stakeholders to ensure successful event management

• Providing professional guidance in the development and implementation of effective

videos and communications

• Determining appropriate means of communications

• Consulting with faculty and staff regarding relevant Western’s policies and procedures

• Analyzing and resolving issues utilizing judgment and professional knowledge

• Balancing expenses and costs within an established budget

b) Examples of issues where the incumbent requires approval and/or consultation with

supervisor or others to resolve and who is affected

• Commitment of significant financial resources for major purchases

• Making major changes to delivery of information and messages

• Changing a project’s scope, budget, or timeline

• Resolution of complex problems and politically sensitive issues

c) Pre-established Guidelines for Decisions (e.g. List key University policies, Western collective

agreement articles, Legislation, professional or other standards that specify the way the role

must perform certain tasks or make certain decisions)

• Manual of Administrative Policies and Procedures (MAPP)

• Western’s Strategic Plan

• Accessibility for Ontarian’s with Disabilities Act (AODA)

• Freedom of Information and Protection of Personal Privacy (FIPPA)

• Western’s Communications and Public Affairs guidelines

• Canadian Press Guidelines

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Support and Resources

a) Leadership: Who provides the incumbent with work expectations, coaching, development

support, formal performance feedback and evaluation?

The Communications Officer will work with the Principal Investigator to establish priorities and work

assignments. The Principal Investigator will provide performance feedback and coaching regularly,

and more formal reviews annually through the PDG process to collaboratively design and oversee

their professional development plan.

b) Colleagues and Key Resource People: With whom does the incumbent regularly collaborate

to receive or share information and engage in problem-solving relevant to their role?

• Principle Investigator, P2P

• Other P2P staff

• Faculty members

• Staff supporting Social Science programs

• Faculty of Social Science Communications team

• Staff supporting faculties/departments outside of Social Science for joint projects as

required

• Suppliers as required

• Media as required

c) Other: List any specialized training equipment, resources, or other supports required for success n this

role (e.g., PS training, lab safety, mobile devices, private space, protective equipment, etc.)

• Laptop

• System access to databases and information relevant to the accountabilities of the role

• Video cameras, microphones, and other relevant equipment

• Video editing using Adobe Premier

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Work Context

Requirements to Perform Successfully

a. Education

Minimum Required:

• Undergraduate Degree with a major in media, communications, or related field

b. Experience

Minimum Required:

• 3 years’ experience implementing hybrid conferences in the academic, public, human

services, or not-for-profit sector

• 3 years’ experience filming and editing interviews in the academic, public, human

services, or not for profit sector

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Knowledge, Skills and Abilities

• Proficient in graphic design software such as Canva, Photoshop, InDesign

• Proficient in virtual conference and meeting platforms such as Pheedloop, Zoom, Teams

• Proficient in producing and editing videos such as Adobe Premiere

• Advanced knowledge of Office 365 including Publisher, Word, Excel, PowerPoint

• Advanced knowledge of other Desktop Publishing Software

• Proven ability to track expenses and manage budgets

• Proven ability to implement communication strategies

• Proven experience in building and maintaining media relations

• Strong writing, editing, and proofreading skills with excellent attention to detail

• Strong analytical and problem-solving abilities

• Ability to work in a fast-paced environment, multitask, meet tight deadlines and adapt to

changing priorities

• Willing to learn and embrace emerging technology

• Excellent verbal and written communication skills and confidence dealing with all levels

of an organization

• Demonstrated ability to apply creativity, innovation, and resourcefulness to daily work,

• Self-driven, independent thinker who is highly motivated and possesses an intrinsic

passion for quality

• Demonstrated ability to work independently and take initiative and follow through on

work assignments

• Proven ability to multi-task and prioritize with an eye to consistently producing highquality work

• Exceptional organizational skills and the ability to manage activities both for self and

other effectively

• Judgment, analytical and problem-solving skills with a consultative and collaborative

approach to addressing issues and opportunities

• Team player with the ability to work collaboratively and actively contribute in meetings

and in team settings

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Background Checks Required

√ Education Verification Credential Verification

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WORKING CONDITIONS

Physical Effort:

√ Computer workstation

√ Other: Fast-paced conference environment requires physical

exertion (extensive walking, lifting, moving, running, etc.)

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Physical Environment:

√ Normal Administrative Office Environment

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Other:

Sensory Attention:

√ Prolonged periods of listening/reading/watching/observing

√ Monitoring video displays

√ Technical troubleshooting

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Other:

Mental Demands:

√ On-call responsibilities outside of normal schedule

√ Odd and irregular schedule of hours

√ Requirement to travel out of town

√ Unpredictable workload

√ Multiple/simultaneous deadlines

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Reason for Submission to Human Resources:

√ Evaluation and recruitment of an updated or redesigned role

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