Reporting to the Director, University Records Management and Chief Privacy Officer, the Records Manager supports the University’s Records Management program and assists with administration of the University’s Access to Information and Protection of Privacy (FIPPA) responsibilities. The incumbent will be responsible for aiding in the implementation of a records management program by which the University is able to systematically manage its active and semi-active records from the time they are created, received and used for university business, through to their final disposition, ensuring compliance with legal requirements including relevant access to information and protection of privacy legislation. The incumbent also provides key support in the processing of FIPPA requests. The provision of efficient and effective training and awareness, and the development of relevant guidelines, procedures, and online resources will be a significant part of the work required.
- Implements records management and privacy policies; develops and implements records management and privacy procedures and practices.
- Provides advice and assistance to units in the implementation of records management procedures and practices, including assisting with file plans, retention schedules, and the management of active and semi-active records.
- Drafts records retention schedules for university units.
- Serves as the primary contact for the University’s semi-active records storage, retrieval, circulation and re-filing service.
- Consults and assists units in the implementation of an electronic documents and records management system (EDRMS) and on digital records issues.
- Participates in the preparation of responses to formal access to information requests.Assists with responses to requests from Ontario’s Information and Privacy Commissioner to review university decisions made under FIPPA or investigate a privacy complaint.
- Prepares and delivers orientation and continuing education programs for University personnel on issues related to protection of privacy, freedom of information and records management.
- Assists in the development and maintenance of related resources for University personnel, including but not limited to the Records Management and Privacy Office website.
- Maintains administrative systems and required reporting functions with relation to records management and FIPPA.
- Actively involved in the privacy and records management professions (within and beyond the higher education sector) to ensure that university approaches and practices remain up to date.
- Undertakes other duties as delegated in support of the unit.
- Four-year undergraduate degree required; graduate degree in a related field (e.g., Records and Information Management, Archival Studies, Information Science) preferred. CRM designation an asset.
- Minimum 3 – 5 years of relevant work experience.
- Thorough knowledge of records management theory and methodology.
- Good working knowledge of FIPPA and related privacy regulations and procedures.
- Familiarity with current information technology used in the workplace and in the records management field.
- Familiarity with information technology as it relates to matters of privacy, security, and protection of personal information.
- Strong interpersonal skills, including demonstrated verbal and written communication skills.
- Demonstrated research and analytical skills.
- Capacity for independent and sound judgement, diplomacy and discretion.
- Ability to work independently with minimal supervision, and as a member of a team.
- Ability to concurrently plan, organize and prioritize a number of urgent, sensitive issues or tasks.
- Computer and office skills, including proficiency with common office software such as MS Word, spreadsheet and database applications, survey tools, and web publishing tools, as well as the ability to learn new software.
- Determine the appropriate support, guidance and advice while supporting departments and faculties with records management policies and procedures. Decide when to involve the Director in decision making for complex or sensitive cases.
- Recommends solutions and appropriate course of action to achieve operational/process efficiency with regards to records management practices, considering operational and systemic impacts of process changes.
- As an informational source, responds to inquiries and determines whether to refer, and where to refer, to ensure that the inquiry is handled promptly; redirects as required. Determine when to refer complex requests to senior management and when to make recommendations.
- Recommends changes to records management and privacy procedures and practices.
- Determines the dissemination of various types of sensitive and/or confidential information.
- Makes decisions regarding content for orientation and education programs on issues relatedto protection of privacy, freedom of information and records management.
- Prioritizes diverse activities. Recognizes urgent matters amongst multiple requests, all withcompeting deadlines and prioritizes information that needs to be dealt with immediately.
Closing Date 10-Jun-2016