Communications Coordinator

Your Responsibilities

Manage official Art Society email communications.
Send newsletters and event announcements to members.
Check the clubs emails and communication points (uleth, Gmail, forms etc) regularly for member applications, inquiries, feedback etc.
Maintain and update the Art Society website.
Serve as an official point of contact for collaborations and inquiries.
Attend club events and Club Exec meetings.
Take on additional responsibilities as assigned by Presidential roles.

Monthly To-Dos

Send monthly newsletter or event promotions / reminders as needed to members.
Check the Art Society emails daily (or every other day).
Update the website as needed (events, gallery info, etc.)
Check in with Social media manager and events coordinator for any communications needs.
Work closely with the Social Media manager to ensure consistent messaging and branding.
Respond to collaboration inquiries.
Attend exec meetings.

Club's communication Platforms

Check Master Password Document for the latest Login info.

Uleth Email

Official form of communication with:

- Other clubs.
- ULSU.
- University Staff and Faculty.
- Member application requests from ULSU clubs page.

Gmail Email

Mainly use for Google drive purposes:

- Google drive.
- Google forms (Events RSVPs, Exec vote and nominations)
- Google sheets (budget tracker and Master password Doc)

Mailchimp

For Wide membership and faculty communications:

- Clubs Mailing list.
- Event registration / promotion and reminders.
- Keeps membership records.
- Has templates for:
  - Event promotion / reminder.
  - Welcome new members.
  - Welcome back (start of semester email).
  - Pottery night registration confirmation.
  - Pottery night is full all spots taken.
  - Exec team vote / nominations.
  - new niche exhibit.

Website Odoo

Mainly use for Advertisement and Club information:

- Upcoming events.
- Current Exec team.
- Resources for artists.
- Get in touch forms (sends answers to Uleth email).
- Club's constitution.
- Exec resources.

Website was updated, migrated and designed by old exec Gesiah Leyva (2026), If you are ever unsure about guides, info or website stuff in general feel free to email them (gesiah.leyva@gmail.com)

Website Word press (Art Society & niche)

Kept for Archival purposes, 2025-2026 exec team decided to unify and migrate the websites to a more user friendly platform so it would be easier for new execs to upkeep. the old websites are still active, and you can find the log in info in the Master Password doc.

Website Blogger (niche)

Also kept for Archival purposes, this was the first ever website of the niche gallery, it is still active and great resource if looking for the niche history.

Templates and Resources

Master Password Document.
ULCU club promotion.
Email Response templates.
Assets and graphics rules.
Art Society Brand guide.

Guides

Website:

Advertisements:

How to make a Poster.
How to schedule a social media post using meta.
How to send an email Mailchimp.

Quick Tips

Check emails daily (or every other day).
Use folders/labels: Submissions, Collaborations, General, Spam, etc.
Reply within 2-5 business days minimum.
For gallery submissions: forward to niche Gallery Coordinator, the niche has it's own email but if any inquiries ever end up on the Art society email forward to niche coordinator.
For collaborations: loop in President / Co-presidents and Vice-president and or Event Coordinator if needed.
Check in with President(s), event coordinator and Social manager for communications needs.
Work closely with Social media manager to ensure consistent messaging and branding.

Communications Chain

After getting an inquiry from Person A, reply to let them know that you have received the email and will bring it up to the team.
Let the team know about the inquiry, and come to a decision (accept collaboration, request more info etc).
let Person A know about the final decision, if it's and event collaboration loop in Events coordinator so they can handle it.