Privacy, Information Access & Records Management Coordinator

Capilano University

Competition Number S181124P

Position Title Privacy, Information Access & Records Management Coordinator

Position Number E99925

Employee Group Exempt (non-union support staff)

Position Status Temporary Full-Time

Start Date 

End Date (if applicable) 

Department Corporate Services

Additional Notes 

This is a one-year parental leave cover starting in early May with the possibility of extension.

Location North Vancouver

Working with us 

At Capilano University, students are our focus. Employees play an essential role in creating an exceptional learning experience for students and a thriving campus community. Together, we are a high-performing team of individuals who make Capilano University one of the leading teaching universities in British Columbia and one of BC’s Top Employers. Grounded by our sense of purpose, we offer a meaningful, friendly and dynamic work environment.

Do you share our purpose and passion?

What you’ll doThe Privacy, Information Access and Records Management Coordinator is responsible for providing specialized assistance on privacy, access to information and records management matters to the University community. Specifically, this position will provide support to the Privacy Officer by assisting with activities related to the development, implementation, maintenance, and adherence to the University’s privacy policy and procedures, and the development and administration of the records management program. This position is responsible for coordinating responses to access to information requests and privacy complaints for the University and will report to the Director, Risk Management (University Privacy Officer).

We are looking for someone who is passionate about information privacy and records management to help us continue to build our privacy and records management programs. You will join a supportive team, work with an engaged community and be led by an executive team committed to cultivating life enhancing experiences for students, employees, alumni and the community.

  • First point of contact for requests for access to information and privacy complaints.
  • Coordinates timely responses to access to information requests and privacy complaints and ensures the University complies fully with all legislative requirements while ensuring the University’s legal and security risks are considered.
  • Assists with implementing and updating of the University’s information privacy policies and procedures.
  • Assists with facilitating and promoting activities to foster information privacy awareness within the University, including delivering privacy training and orientation to administrators, employees, volunteers, contractors and other appropriate third parties.
  • Assists with providing advice on privacy and access matters to all University departments and areas, including conducting periodic reviews of privacy practices in departments across the University.
  • monitoring.
  • Administers the process for receiving, documenting and tracking all complaints concerning the University’s privacy policy and procedures.
  • Participates and provides support in privacy incident management investigations
  • Maintains current knowledge of applicable federal and provincial privacy laws and accreditation standards and monitors advancements in information privacy technologies to ensure the University’s adaption and compliance.
  • Supports the development and administration of the University’s records management program.
  • Responsible to respond to queries from members of the University community with respect to the University’s records management program and general records management practices.
  • Responsible to update the records management schedule as necessary.
  • Undertakes special projects as assigned.
  • Performs other duties as assigned.

What you’ll bringRequired Knowledge, Skills and Abilities

  • Knowledge of federal and provincial privacy legislation and principles (Freedom of Information and Protection of Privacy Act, Personal Information Protection Act, Personal Information Protection and Electronic Documents Act, and Privacy Act).
  • Demonstrated ability to deliver a customer service focused approach to handle privacy and access to information matters.
  • Demonstrated ability to apply sound judgment, tact and discretion in dealing with a wide variety of sensitive/confidential issues.
  • Ability to analyse and organize information obtained from a variety of sources.
  • Ability to maintain accurate records, with high attention to detail.
  • Ability to establish and maintain effective working relationships with a diverse group of employees, students, committees, and the general public.
  • Ability to understand and follow complex oral and written instructions, and to communicate information effectively, both orally and in writing.
  • Ability to prepare and execute effective presentations and training to individuals and groups.
  • Ability to multi-task and apply organizational skills to meet deadlines with minimal supervision.
  • Ability to establish and maintain administrative procedures.
  • Ability to take initiative, while contributing as a team member.
  • Thorough knowledge of business English, spelling, and grammar.
  • Proficient computer skills including business software applications, Microsoft Suite (Word, Outlook, Excel, PowerPoint, Teams), and Adobe Acrobat and the ability to upgrade skills as required.
  • Working knowledge of posting to the web and use of related software; ability to upgrade if required.

Required Training and Experience

  • Bachelors’ Degree in Public Administration or related subject with courses in privacy.
  • CIPP/C, CIPM, or other IAPP certification(s) considered an asset.
  • Two (2) years of recent experience in privacy and access to information matters, preferably in the public sector, including:
  • researching privacy issues;
  • conducting privacy impact assessments;
  • preparing written privacy and procedures materials;
  • responding to access to information requests and privacy related complaints from the general public;
  • working and communicating effectively with, and providing privacy-related guidance to, multiple stakeholders; and
  • implementing a records management program (considered an asset).
  • Or an equivalent combination of skills and experience.

For more informationFor more information, please see the complete job description.

BenefitsAt Capilano University, we understand that there is more to life than work. That is why we offer comprehensive benefits and support to help you and your family live a balanced life. Take a sneak peak to see what it is like to work at Capilano University.

Days and Hours of WorkOur standard work week is Monday to Friday, 8:30am – 4:00pm. This position may include working evenings and weekends based on departmental needs.

Bridge Period (if applicable) 

Pay Group 5


This position has a salary range of $59,531 (minimum) to $79,374 (midpoint) to $83,343 (maximum) per annum. Employment offers will typically be made between the minimum and midpoint of the range and are determined by knowledge, experience and internal equity.

Union N/A

Job Open Date 03/21/2024

Job Close Date 04/11/2024

Open Until Filled No

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