Marketing and Communications Operations Specialist (2978)

Detailed Job Description

In order to ensure your application is received by NAIT for thorough review and consideration, please apply directly through our Careers site at www.nait.ca/careers

Please Note: This is a temporary position ending on or before Aug. 30, 2030, with the possibility of extension.

The Marketing and Communications Operations Specialist is a key member of NAIT’s Marketing & Communications (MarCom) team, supporting the institution’s most ambitious fundraising campaign to date.

This role strengthens how MarCom plans, tracks, and reports its work so that every project–from recruitment campaigns to donor communications–clearly connects to NAIT’s broader campaign and institutional priorities.

Reporting to the Director, Campaign Marketing and Communications, the specialist coordinates intake, prioritization, workflow, and reporting across MarCom. They keep shared tools and repositories organized and up to date, ensuring internal partners experience a clear, predictable process when they work with MarCom.

Together, these functions provide the clarity, consistency, and confidence essential to achieving NAIT’s campaign goals and to positioning the NAIT MarCom as a fully integrated, campaign-ready team.

The role is ideal for someone who enjoys building systems, solving operational problems, and helping creative and communications teams work more efficiently together.

Workflow & Project Management: 30%

Intake & Internal Coordination: 30%

Campaign Resource Management & Reporting: 40%

Key Responsibilities

Workflow & Project Management

• Coordinate MarCom project intake, triage, and assignment, ensuring requests are captured with clear objectives, timelines, and owners.
• Build and maintain standardized workback schedules and templates for recurring project types (campaigns, events, publications, digital projects).
• Monitor progress across projects, flag risks or bottlenecks early, and work with leads to adjust timelines and priorities.
• Maintain dashboards and reports that give MarCom leadership visibility into workload, capacity, and campaign-related activity.
• Build and refine operational reports (e.g., intake volume, turnaround times, campaign activity) using tools such as Planner, Power BI, and Excel.
• Identify process gaps or friction points and recommend improvements that enhance efficiency, quality, and client experience.
• Support the adoption of new systems, workflows, and documentation practices across the team through clear communication and training.

Intake & Internal Coordination

• Serve as a central point of contact for internal clients seeking support from MarCom, guiding them through intake and helping align requests with institutional and campaign objectives.
• Facilitate cross-team coordination among Marketing, Communications, Creative, Web, and external partners to ensure projects move smoothly through each stage.
• Support meeting preparation and follow-up by capturing decisions, next steps, and owners in shared systems.

Campaign Resource Management

• Maintain shared campaign toolkits, templates, and reference materials so teams across NAIT are working from current, approved content.
• Organize and govern digital repositories (SharePoint, Widen, etc.), ensuring documents, assets, and records are easy to find and properly versioned.
• Track campaign milestones and key deliverables, maintaining a clear record of activity over the lifespan of the campaign.

Skills & Abilities

• Strong project management and organizational skills with the ability to manage multiple priorities and deadlines.
• Demonstrated experience designing or improving workflows, processes, and templates across teams.
• Comfortable working in digital collaboration environments (Microsoft 365, SharePoint, Planner, Teams, Power BI; Widen or similar asset management tools).
• Excellent communication skills, with the ability to translate complex information into clear, actionable plans for technical and non-technical audiences.
• High attention to detail and commitment to data accuracy and version control
• Ability to build strong relationships, facilitate alignment, and navigate competing priorities with diplomacy and discretion.
• Comfort with change management and supporting teams as new systems and processes are introduced.

Qualifications

• Bachelor’s degree or diploma in marketing, communications, business administration, or a related field. A combination of education and relevant experience will be considered.
• Minimum five years’ experience in marketing operations, project management, or a similar coordination role supporting creative, marketing, or communications teams.
• Experience mapping and documenting processes and implementing standardized workflows across multiple teams.
• Experience with project management or work management tools (e.g., Microsoft Planner, Wrike, Asana, Smartsheet).
• Training or certification in project management (PMP, Agile, Lean, or similar) is considered an asset.

Applicants with education credentials earned outside of Canada should have their credentials evaluated by World Education Services (WES), International Qualifications Assessment Service (IQAS) or the Comparative Education Services (CES).

Remuneration: $84,655.22 - $112,153.60 annually, plus a comprehensive benefits package. (Classification – Job Code Description).

About NAIT

We are proud to have been named one of Alberta’s Top Employers for 14 consecutive years. Being part of a community that makes a difference in the lives of students, staff, industry clients and partners, NAIT’s culture reflects our shared values of respect, collaboration, celebration, creativity, and accountability.

People are what make NAIT great, and we prioritize the employee experience. We offer benefits and unique perks focusing on health and wellness, work-life balance, recognition, and professional and personal growth. In addition to excellent vacation time, we offer paid time off between Christmas and New Year's.

NAIT supports a flexible work environment, enabling staff to request approval for on-campus, off-site, or hybrid work arrangements based on the nature of the role. Please note that remote positions require employees to reside within Canada.

NAIT is committed to fostering a safe environment that supports equity and cultivates inclusion through our Centre for Community and Belonging (CCB) and our Equity, Diversity, and Inclusion Strategy. We are a proud partner of the Canadian Centre for Diversity and Inclusion and Pride at Work Canada. While we encourage all qualified applicants to apply, only those being considered will be contacted. If you require any accommodations, please connect with us at [email protected].