Production Manager

at  University of Waterloo

Overview:
The Production Manager is a key organizational role within WUSA, tasked with overseeing the marketing and communications department’s production operations, focusing on the priorities and projects specific to the department’s objectives. This role serves as the department’s gatekeeper, managing tasks and assessing team capacity, keeping the Integrated Marketing team organized and running efficiently. The incumbent will closely collaborate with the Marketing Manager and Communications & Media Relations Manager, tracking deliverables and ensuring projects stay within scope, while looking ahead to future opportunities. This role is multifaceted, requiring strong leadership, project management, and strategic planning skills, with a significant focus on internal processes and team management.
Responsibilities:

Department leadership and team management

• Facilitate team meetings, set agendas, and ensure efficient team collaboration
• Conduct regular team meetings to facilitate effective communication, set agendas, and track progress against departmental targets
• Track team capacity and manage bandwidth effectively
• Oversee the professional development of marketing staff, including onboarding, administrative processes, part-time payroll, and ongoing training and coaching initiatives
• Foster a culture of collaboration within the department, promoting shared learning and supporting cross-functional project teams
• Act as a liaison between the team and marketing specialists and specialists communicating upcoming opportunities and initiatives
• Manage the Production Coordinator and Creative Lead, ensuring their work aligns with brand strategy and campaign objectives
• Ensures effective communication of departmental direction and initiatives to direct reports by establishing transparency through shared marketing goal setting
• Provides leadership and input into the vision, design, development, and delivery of evolving services to our clients and within the department
• Models the values of the Marketing and Communications department and the priorities of the Management Team in interactions with internal and external partners

Operational excellence and process optimization

• Develop and refine departmental processes and systems to enhance efficiency and effectiveness, including the utilization of project management tools such as Planner
• Implement process improvements within the department and document procedures
• Overseeing and tracking the progress of projects and campaigns
• Lead process improvement initiatives to ensure the department remains agile and responsive to changing organization and market demands
• Establish a robust framework for tracking the capacity and output of the marketing team, ensuring optimal allocation of resources and workload management
• Implement and maintain quality control procedures to guarantee that all marketing materials and campaigns are produced to the highest standards
• Establishes and maintains effective and timely processes and response times by liaising with Marketing Account Managers and off-campus partners
• Implement systems and processes to establish and maintain records for the operating unit

Financial stewardship and resource management

• Oversee the procurement and inventory management of promotional items, office supplies, and other marketing materials, including managing key supplier accounts with companies like Staples and Amazon
• Analyze financial data to forecast future spending, track the department’s financial performance, and make recommendations for cost optimization
• Take responsibility for the management of the marketing and communication department’s budgets, ensuring that spending aligns with departmental priorities and delivers value for WUSA
• Works with the Marketing Manager and Communications Manager, along with the Director and Account Managers to prepare the annual budget, and recommend, implement, and administer operating policies and procedures
• Responsible for ensuring that, within their areas of responsibility, equipment and inventory are managed effectively (e.g., handling obsolescence, shrinkage, promotional items, bookable resources)

Effective collaboration and strategic initiatives

• Develops and implements strong, cohesive promotional strategies and marketing campaigns with the Marketing Manager and Accounts Management team
• Work collaboratively on shared promotions and events, aligning marketing efforts with organizational milestones such as Welcome Week, New Student Campaigns, Orientation, and Student Elections
• Coordinate shared promotions, sponsorship opportunities, and other special projects
• Lead on Sponsorship agreements that benefit the department
• Strategizes with partners across campus to enhance production services, and processes that improve customer satisfaction

Project management and campaign coordination

• Plan and manage a diverse portfolio of marketing projects, ensuring each is delivered on time, within scope, and to the specified quality
• Lead the strategic planning and execution of campaigns, ensuring they are effectively communicated to all stakeholders and achieve the desired impact

Staff Management and Performance Enhancement

• Handling all aspects of Co-op and part-time staff payroll, including workday setup, approval of hours, and dealing with pay inquiries for the Marketing Department
• Develops and implements training for Marketing Department’s staff to ensure that they are abreast of updated processes, procedures, etc. The accuracy of training and maintenance of related documentation is this incumbent’s responsibility
• Initiate and conduct regular performance conversations and annual reviews with direct reports
• With support from the Marketing Manager and Director, Marketing, address performance and staffing issues quickly and decisively – and proactively, whenever possible – within their team
• Manage recruitment, onboarding, and offboarding of part-time staff, including setup and training on necessary platforms

Budget management and strategic branding

• Manage the department’s budgets, track spending, and handle invoice coding
• Maintain and update the brand library and asset management system
• Work on brand architecture – strategizing, documenting, sharing, and providing support
• Handle specialty orders and maintain office signage aligned with the brand
• Coordinate advertising agreements and other strategic partnerships

Qualifications:

• Completion of a bachelor’s degree in business, marketing, planning, communications, or related post-secondary degree with equivalent experience
• Master’s degree considered an asset
• 5 years’ experience in a project or program management, marketing, or production role
• 2 years’ experience supervising, evaluating and developing employees
• Certifications in project management, such as PMP, are an asset
• Experience building strong relationships with internal and external parties
• Experience building and maintaining procedural systems
• Strong leadership skills with the ability to inspire and motivate teams
• Exceptional communication skills, both written and verbal, with the ability to negotiate and influence at all levels
• Excellent organizational, time management, and prioritization skills
• Outstanding attention to detail
• Proficient in project management tools and methodologies
• Advanced: Microsoft Office suite of products (Word, Excel, Planner, OneNote)
• Solid financial acumen and experience in budget management
• Critical thinking and analytical skills
• Agency experience an asset
• Experience within a student environment is an asset
• Digital design knowledge and expertise is an asset

Equity Statement:
The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is co-ordinated within the
Office of Indigenous Relations.
The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.
All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.
The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at hrhelp@uwaterloo.ca or 519-888-4567, ext. 45935

Please refer the Job description for details