Applications are invited for a Coordinator, Privacy, Access + Special Projects to manage privacy matters and process access requests submitted under the Freedom of Information and Protection of Privacy Act (FIPPA), including recommending and drafting decisions. This is a highly collaborative position with University-wide reach and impact. The Coordinator has day-to-day responsibility over evaluating privacy matters and contains and follows up on privacy concerns and breaches as they arise.
The Coordinator handles all administrative aspects of access to information and privacy management, including the collection of information requested under access to information legislation; maintaining and monitoring documentation; advising and training internal and external groups on access and privacy provisions and requirements; briefing senior University officials and other senior staff on complex and highly sensitive issues; preparing recommendations on access and privacy decisions, policies, procedures and guides to assist in FIPPAimplementation; and providing assistance to faculty, staff, students, and members of the public who seek information held by the University.
Furthermore, the Coordinator conducts research on special topics, participates in special projects and provides back up for other HR personnel.
Some Typical Duties:
- Serves as the first point of contact for inquiries and requests on matters relating to privacy and access to information, assesses needs and provides expert advice to members of the University Community and members of the public.
- In consultation with the University Secretary, regularly reviews and provides recommendations on departmental and University related policies, procedures, and practices to ensure obligations under FIPPA are met. Performs Privacy Impact Assessments, and drafts Information Sharing Agreements in consultation with project leaders as needed.
- In consultation with the AVP, HR, develops responses to formal and informal requests from the public, along with requests from internal members of the community, in relation to requests under FIPPA for access to records, or in response to concerns around privacy and suspected breaches of privacy.
- Facilitates the retrieval of pertinent records and works with the AVP, HR on any issues concerning access. Works with staff, faculty and administration to identify responsive records, reviews records and oversees any severing of records as requested by the department or as recommended by University legal counsel. Coordinates and develops records management and retention policies and procedures for the University.
- Manages files and prepares all relevant documentation to fulfill access requests. Tracks access requests and produces regular statistical reports including disposition, timelines, information released, severed sections, and appeals. Develops and recommends fees, fee estimates and fee waivers depending on the nature of the access request.
- Manages reviews, audits and appeals conducted by the Office of the Information + Privacy Commissioner (OIPC) for British Columbia and seeks guidance from AVP, HR or legal counsel as appropriate, on any formal responses to the OIPC.
- Works with departments in mitigating risk and responding to breaches of privacy. Provides education in consultation with other members of the HR team, to staff, faculty and administration on topics concerning privacy and access. Engages with area leaders and executives to ensure that each area of the University is aware of their duties, rights and responsibilities to maintain the privacy of students, faculty, administration and staff as defined by legislation.
- Conducts research on special topics as requested by the AVP, HR. Assists in the development of polices and procedures based on the research collected, participates in community consultation events and tracks community feedback to assist in the process of developing HR, privacy and access related policies and programs.
- Coordinates special projects as assigned. Participates in working groups and other community feedback sessions, representing Privacy and Access concerns. Provides back up to other HR personnel as needed.
- Bachelor’s Degree in a related field supplemented by courses in privacy and information access.
- Minimum two years’ experience in privacy and information access management, including FIPPA and related regulations and procedures, provincial policies and Orders, as well as other statutes affecting University programs.
- Or an equivalent combination of education and experience.
- Detailed understanding of the University’s organizational and governance structures and practices.
- Understanding of University administration, processes and policies.
- Knowledge of research techniques, records management systems, archives and information management.
- Knowledge of the legislative and procedural framework related to the development, amendment, and implementation of statutes, regulations and by-laws.
- Excellent group facilitation and workshop delivery skills.
- Strong interpersonal skills and cross-cultural sensitivity.
- Effective written communication and public speaking skills.
- Ability to advise and orient stakeholders to their roles and responsibilities under the pertinent legislation.
- Good aptitude for problem-solving and the ability to oversee the implementation of projects.
- Proven organizational and event planning abilities.
- Ability to work independently.
- Ability to set priorities and influence decision in line with industry best practices.
- Ability to demonstrate integrity, confidentiality and excellent work ethic.
- Computer literacy, including Microsoft Office, Adobe, email and social media.