Web Project Specialist (Communications)

Trent University is actively committed to creating a diverse and inclusive campus community and encourages applications from all qualified candidates. Trent University offers accommodation for applicants with disabilities in its recruitment processes. If you require accommodation during the recruitment process or require an accessible version of a document/publication, please contact humanresources@trentu.ca.

JOB PURPOSE:

The Web Project Specialist is responsible for planning, executing and evaluating web projects and digital solutions to help achieve the University’s marketing, reputation, recruitment, and retention goals. Responsibilities include managing website updates through the Drupal CMS system, quality assurance, routine maintenance, monitoring site performance, and ensuring ongoing optimization. Working closely with the Web Developer and all members of the Communications team, the Web Project Specialist ensures website content is accurate, accessible, and aligned with brand guidelines and UX best practices.

KEY ACTIVITIES:

Web Strategy & Administration

• Plans, implements, and maintains digital initiatives for the University’s website including research, design, analysis, coding and development, integration, testing, and problem resolution in the Drupal Content Management System, Slate, and other web-based platforms.
• Develops wireframes, storyboards, sitemaps, data visualizations, information flows and architecture to champion UI/UX and promote quality user experience and institutional branding.
• Oversees and updates website content using CMS platforms (Drupal), ensuring content remains accurate, accessible, and aligned with brand guidelines.
• Ensures bug fixes, routine maintenance, and performance optimizations with developers and/or vendors.
• Provides support and training to internal users on content management best practices and maintains SharePoint resource site and materials.
• Ensures the University website and its components are optimized for search engines and accessibility.
• Monitors website traffic, performance metrics, and security vulnerabilities and advises Manager accordingly.
• Creates analytics reports for web and social traffic, engagement, and conversions, and develops strategies for improved outcomes.
• Supports staff and faculty on the creation of accessible website content and the monitoring, reporting and remediation of accessibility issues to maintain AODA compliance related to websites under the AODA Communications Standard.
• Contributes to the development and maintenance of the University’s website style guide and digital templates that properly reflecting the University style and branding guides.
• Acts as coordinator for web-related aspects of University’s CRM system, Slate.

Project Management & Support

• Defines project scope, goals, deliverables, and timelines for web projects, including creating and maintaining detailed project plans, sprint boards, schedules, and resource assignments.
• Leads projects to execution, ensuring projects remain on track and meet set objectives, delegating tasks and responsibilities appropriately to optimize team performance.
• Measures and reports on the performance of the University’s digital and communications properties and supports reporting and analytics requirements.
• Researches and evaluates emerging technologies and industry best practices to identify opportunities for innovation and efficiencies.
• Recommends and implements improvements to website performance, development workflows, and digital communications processes.
• Monitors day-to-day project operations, tracking scope, progress, and potential risks. Reporting and escalating to the Manager as required.
• Promotes a collaborative and inclusive team environment to drive engagement and successful project outcomes. Encourages cross-functional communication and shared ownership of project goals.

Client & Administrative Services

• Serves as a key liaison between technical teams and campus departments.
• Builds strong relationships across the University to ensure effective communication, a shared understanding of priorities, and collaborative problem-solving.
• Assists with web requests, resolving priority issues in a timely manner. Special events support and other duties as prioritized by the Communications Office.
• Acts as key member of the University’s Web Advisory Group, Integrated Communications Committee, and other working groups as required.
• With Manager of Digital Marketing, helps to implement and enforce the University’s digital policies and maintain compliance with relevant standards, templates and privacy and accessibility regulations (AODA, PIPEDA, CASL and GDPR).
• Contributes to RFPs, RFQs and other materials to procure outside suppliers for projects, as appropriate.
• Manages external contractors and suppliers and ensures deadlines are met.
• Hire and supervise student staff.

Issues Management

• Acts as back up to the Manager of Digital Marketing on emergency communications.
• Implements strategies for web distribution and planning of crisis/emergency communications as required, including emergency response, campus closures or interruptions, issues management.
• Accesses and synthesizes confidential and sensitive information, related to Board governance, budgets, human resources, for backgrounders, speaking points, communications plans, etc.
• Maintains discretion and confidentiality with regard to files and sensitive issues, attending meetings and supporting the Manager and Director of Communications on plans and materials.

EDUCATION REQUIRED:

• Bachelor’s Degree (Honours), preferably in Business Administration, Marketing, Communications, Computer Science, or related field.
• PMP certification an asset.

EXPERIENCE/QUALIFICATIONS REQUIRED:

• Five (5) years of experience in project management and web administration or development.
• Understanding of project management methodologies (Agile, Scrum, or Waterfall) and tools (Asana, Jira, or MS Project).
• Skilled in PHP, SQL, JavaScript, HTML/CSS, and content management systems, with Drupal experience preferred.
• Strong knowledge of SEO best practices, Google Analytics (GA4), search engine marketing (SEM), analytics, reporting and data analysis for campaign optimization.
• Experienced in UX design principles and approaches, including journey mapping, wireframing tools (e.g., Figma, Adobe XD).
• Knowledge of AODA and experience implementing best practices for accessible web development.
• Experience working with CRM and ERP systems (Slate preferred) and email marketing platforms.
• Strong client service and communication (written and verbal) skills.
• Results-oriented, adaptable, collaborative, and able to work under pressure with discretion and professionalism in a fast-paced work environment.
• Willingness to work flexible or extended hours to meet project deadlines, when required.
• Eager to embrace current and emerging digital technologies.