Project Specialist, Communications (Transportation)

**Job Number:**4200
**Job Type:**Full-Time
**Vacancy Reason:**Net new
**Location:**150 Frederick St - Regional Admin Headquarters
**Job Category:**Transportation
**Number of Positions:**2
**Department:**Communication and Engagement (Transportation)
**Division:**Transportation Services
**Hours of Work:**35 hours per week - Hybrid schedule
**Union:**Management/Management Support
**Grade:**Management/Management Support Grade 04
Salary Range:$78,423.80 - $98,025.20 annually

About Us!

The Region of Waterloo is a thriving, diverse community committed to fostering opportunities for current and future generations. Waterloo Region is part of the Dish with One Spoon wampum, a treaty guiding our commitment to:

• Taking only what we need
• Leaving some for others
• Keeping the dish clean

This agreement underpins our vision, mission, and core value, and reinforces our dedication to meaningful reconciliation and equity.

Waterloo Region is home to over 674,000 residents and expected to grow to nearly one million by 2051. Guided by our 2023-2027 Strategic Plan, “Growing with Care,” we prioritize homes for all, climate aligned growth, equitable services and opportunities and a resilient and future ready organization. Our mission is to provide essential services that enhance the quality of life for all residents, while our core value emphasizes caring for people and the land we share. Join us and be part of a team dedicated to making a meaningful difference in our community.

The Role

Leads communication and marketing projects for Transportation Services programs and initiatives, including developing and implementing strategies and project plans, coordinating and leading team members for content creation and support for outreach activities and events, and collaborating with departmental and corporate staff.

Leads storytelling on the meaningful, impactful, and critical community building work undertaken by departmental staff every day including Transit Services, Rapid Transit, Transportation Planning and Operations, and related roads infrastructure maintenance work.

Duties/Responsibilities

• Represents transportation communications on project teams in the Department and organization to support the growing transportation network, annual infrastructure improvements and maintenance, and other key and highly visible work impacting the community and residents.
• Plans, creates, and delivers digital and print marketing, communications, issues management, and engagement strategies and programs, including in support of broader strategic and business plans and the Department’s brand.
• Leads transportation communications projects from concept to completion. Develops strategy and project plan, scope, timelines, resource requirements, opportunities, obstacles, and sponsors. Presents plans to project teams of departmental staff and management for approval, including activities and deliverables related to the project’s marketing and positioning, customer experience, and key messaging in public and internal reports and to the media.
• Assigns and approves work performed by communications and marketing staff for assets. Ensures deliverables capture look, feel, and tone of project goals; reviews and evaluates copy prior to production, provides feedback to staff, and requests reworks as needed. Provides leadership and guidance to staff, including as part of regular backup to management.
• Develops and implements standardized communication approaches/strategies for the Department, in consultation with the departmental leadership team (DLT) and corporate communications staff. Provides advice to staff on communications best practices and standards for print material, media releases, social media, and citizen engagement/education through targeted messaging.
• Works with senior management to develop key messages for the Department and its programs. Reviews and approves messaging created by management prior to release, provides advice (including clear language assessments), and identifies and refers sensitive issues to the Manager as required. Is the departmental liaison with corporate communications staff and the corporate contact centre.
• Facilitates planning sessions to assist management to develop communications plans for programs and projects (e.g., departmental events and initiatives, policy/procedure changes, proactive issues management, assessment of media coverage and public opinion), ensuring communications strategies and key messages are included. Supports messaging for design and construction initiatives.
• Approves and is responsible for visual content creation for social marketing (e.g., photography, videos) and other platforms. Optimizes the use of different channels and creates/maintains social media response matrix and related operating procedures.
• Responds to urgent and emerging communications-related issues (e.g., social media posts, complaints). Works with senior leadership and corporate communications to develop individualized responses.
• Develops and maintains working relationships with media contacts in the community. Participates in internal and external working groups to provide communications support for projects, strategies, and initiatives. Represents the Department on corporate projects and committees related to communications activities across the Department.
• Acts as the departmental resource regarding compliance with corporate policies/procedures, and refers inquiries to corporate contacts as appropriate. Leads the Department’s implementation of corporate initiatives related to communications.
• Leads announcement and high-profile events with municipal, federal, and provincial partners.
  Reviews, researches, and recommends changes to departmental communications policies and approval processes. Develops, implements, and maintains communication procedures, systems, and protocols for departmental communications.
• Participates in strategic and operational planning, establishing divisional and departmental priorities and identifying program delivery issues or concerns.
• Creates/works with materials containing sensitive labour relations information (e.g., contingency plans).
• Ensures activities are effective and evidence-based.
• Acts as content manager for the Department’s internal and external websites, consulting with corporate communications staff. Develops and maintains information/components of corporate and departmental websites. Reviews and approves web pages. Ensures design consistency, appropriate use of content, images, format, language, and functionality of links. Monitors to ensure materials meet standards and follows up to resolve.
• Recommends and implements social media communications, under the direction and approval of DLT. Develops social media content in consultation with managers.
• Acts as a liaison between corporate communications and staff to connect the Department with corporate communication opportunities (e.g., newsletters, community outreach).
• Leads the departmental communications working group, including drafting agendas, chairing meetings, and developing action plans. Leads the development and implementation of the departmental annual communications plan, based on direction from DLT. Coordinates development of the Department’s annual report.
• Identifies opportunities to integrate communications across the Department and assists to develop communications.
• Develops, implements, and conducts staff training regarding communications, social media, and media best practices.
• Produces/arranges production, and distributes promotional materials, videos, and other media for the Department, advising management on key messages, format, consistency, and efficiencies.
• Has a p-card for purchases.
• Backs up management as required, including regular coverage of the unit.
• Performs related duties as required.

Knowledge, Skills, and Abilities

• Knowledge and skills are normally acquired through a university degree/college diploma in a related field (e.g., communications, public relations) plus progressively responsible related experience.
• Knowledge and skill in communications techniques, strategies, systems and processes; conceptual design; social marketing; public communications; public speaking; media relations; public relations; and issues management.
• Knowledge of and ability to comply with policies, procedures, corporate communications standards, collective agreements, Canadian Press Standards, and legislation (e.g., privacy, accessibility).
• Knowledge of the Department, its organizational structure, programs and services, and related legislation.
• Analytical, research, and organizational skills to coordinate projects; apply standards and policies to own and others’ work; and work independently or on a team to complete projects and manage competing demands.
• Leadership skills to coordinate, assign, and evaluate work performed by communications and marketing staff supporting projects and as part of management coverage.
• Communication and presentation skills to respond to inquiries and requests, sometimes involving politically sensitive issues; provide advice/training to staff regarding communications; influence others to comply with corporate and departmental communications standards; and participate as an effective team member.
• Ability to develop buy-in to influence behaviour change; educate internal and external stakeholders; and promote the department's initiatives, services, and programs to a diverse clientele.
• Ability to write and edit news releases, newspaper and magazine articles, letters, and brochures, using creative and interpretive writing skills; and develop and modify communications according to audience.
• Ability to read, interpret, and summarize media accounts, newsletters, journals, training manuals, reports, and legislation.
• Computer skills with ability to use software such as Microsoft Office, web development and desktop publishing tools, and social media.
• Ability to travel within and occasionally outside Waterloo Region.
• Ability to support and demonstrate the Region’s values.

Region of Waterloo is committed to building a workforce through fair, equitable, and accessible hiring practices that allow us to hire qualified staff who reflect the diversity of the community we serve and to promote a respectful, inclusive, and equitable workplace.

We invite all interested individuals to apply and actively encourage applications from members of groups with historical and/or current barriers to equity, including, but not limited to:

• First Nations, Métis and Inuit peoples, and all other Indigenous peoples;
• members of groups that commonly experience discrimination due to race, ancestry, religion and/or spiritual beliefs, or place of origin;
• persons with visible and/or invisible (physical and/or mental) disabilities;
• persons who identify as women; and persons of marginalized sexual orientations, gender identities, and gender expressions

For questions or to request accommodations during your recruitment, onboarding or employment, please contact talentmanagement@regionofwaterloo.ca, or by calling our Service First Contact Centre at phone number (519) 575-4400.

**Use of Artificial Intelligence in the Hiring Process:**Region of Waterloo may use artificial intelligence (AI) tools to enhance efficiency during the recruitment process. However, applications will also be reviewed by a member of our Talent Acquisition team to ensure a fair and thorough assessment. AI does not make final hiring decisions.

Please note: candidates will be provided an update on their application. Please check your spam or junk folder occasionally as some candidates have noticed our emails in those folders (Gmail and Hotmail in particular).