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Douglas College

Records and Privacy Analyst

Full Time
3 days ago
Position Details

Position Information

Position Title Records and Privacy Analyst Posting Number 01820SA Location New Westminster Campus Grade or Pay Level S - Pay Level 17 Salary Range $54008.00 annually (with wage increments to a max of $63045.00 annually). Salary and wage increments are in accordance with the Collective Agreement). Position Type Support Staff - Regular Posting Type Internal/External Regular/Temporary Regular Employment Type Full-Time Posting Category Staff Start Date 04/17/2023 End Date Day of the Week Mondays to Fridays Shift 8:30 a.m. to 4:30 p.m. Work Arrangements
This regular full-time (35 hours per week) position is available starting April 17, 2023. Regular hours of work are Monday to Friday, 8:30 a.m. to 4:30 p.m. Shift days and times may change depending on the Department's need. Occasional evening and/or weekend work may be required. The position is located at the New Westminster campus; however, successful candidate must be available for occasional work at the Coquitlam campus. Douglas College (DC) is committed to supporting a healthy work/life balance for employees. A modified/flexible schedule and/or hybrid work from home arrangement may be considered.
What Douglas Offers
DO what you love. Be good at it. That's how Douglas College defines a great career. It's a philosophy that resonates through our classrooms, our offices and our boardrooms. It inspires our students and drives us to make Douglas College one of BC's Top Employers. We love what we do. And we're looking for passionate, motivated people to join us in making one of Canada's best colleges even better.
The Role
This position supports the Manager, Records and Information Management, in ensuring that Douglas College complies with its requirements as a public body under the Freedom of Information and Protection of Privacy Act ( FIPPA ), acts as a records management subject matter expert, and does professional archival work to support the Douglas College Archives.


1) Supports the Manager, Records and Information Management in ensuring that Douglas College complies with its requirements as a public body under the Freedom of Information and Protection of Privacy Act ( FIPPA ).

a. Reviews and analyzes large amounts of information in order to interpret and apply the Freedom of Information and Protection of Privacy Act ( FIPPA ) to process FOI requests, under tight legislated timelines, with direction from the Manager, Records and Information Management.
b. Prepares Privacy Impact Assessments (PIAs) in collaboration with program areas, the Manager Records and Information Management, and the Associate Director Information Security.
c. Develops, researches, and improves the College's privacy management program through proactive identification of areas requiring improvement, and developing policies and standard operating procedures to ensure privacy compliance.
d. Responds directly to students, employees, and other individuals about complaints relating to the way their personal information has been handled.
e. Provides advice, direction, guidance, and recommendations regarding the interpretation and application of FIPPA , College policy, and Orders of the Office of the Information and Privacy Commissioner.
f. Delivers training programs on privacy and records management policies and procedures, as well as serving as a subject matter expert to College departments by providing support and guidance to administrators, staff, and instructors relating to privacy and information requests.
g. Maintains and collects department data or statistics for internal reporting.
h. May provide records management and privacy advice to Director, Learning Resources as needed.

2) Works with the Manager, Records and Information Management to ensure the success of the College's records and information management program.

a. Supports and provides recommendations to the Manager on the development, management, and implementation of the records and information management strategy for Douglas College.
b. Works with departments to assess and define documentation needs based on their business requirements and records management policies, to develop and maintain appropriate documentation, and schedule and conduct regular review sessions to determine the adequacy of existing documentation.
c. Manages special projects as assigned and participates on selected committees and provides input related to records and information management needs.

3) Works as a professional archivist to manage and make available the holdings of the Douglas College Archives.

a. Appraises accessions, arranges and describes permanent College records.
b. Facilitates the research use of the College archives by preparing finding aids, undertaking research for College departments and assisting College employees, students, and the general public in obtaining information held by the College Archives.
c. Supervises staff, student assistants, and contract staff in the day-to-day completion of their projects (e.g., digitization, processing archival holdings, or records management projects).
d. Plans outreach activities and manages the Archives online presence to promote engagement from the College community and the public.

To Be Successful in this Role You Will Need
• Master's degree in Archival Studies or a related degree or an equivalent combination of related education/training and experience may be considered.
• One year of experience interpreting and applying legislation and drafting policy related to privacy acts, records management acts and other policies and procedures related to the management of records.
• One year of experience in appraisal, arrangement and description of archival records, and providing public access to archival records.
• A demonstrated ability to:
- exercise initiative within a team and promote a positive work environment;
- handle highly sensitive and confidential information in a professional manner;
- communicate courteously and effectively in writing, in person or on the telephone with staff, faculty, administrators and students, as well as maintain a good working relationship with others;
- function effectively in an environment where professionalism, confidentiality and sensitivity are of primary importance;
- work independently under minimum supervision to meet deadlines and to establish priorities;
- apply and work within relevant policies and procedures;
- use MS Word, Excel, PowerPoint and at an advanced level.
• Preference will be given to candidates with experience applying Provincial and/or Federal privacy and/or access to information legislation.
• Preference will be given to candidates with experience designing records classification and scheduling systems.
• Excellent interpersonal and cross-cultural communication skills including written and verbal fluency in the English language.

Link to Full Position Profile Equity Statement
Douglas College is committed to fostering a diverse, inclusive and equitable learning and working environment. In support of this journey, we welcome all people to apply, including people from groups that are experiencing inequity, including, but not limited, to Indigenous Peoples, racialized or persons of colour, persons with mental or physical disabilities, persons who identify as women, and/or persons of marginalized sexual orientations, gender identities and expressions, and persons of all faith identities, age, marital status, and parental status.
Needs a Criminal Records Check No

Posting Detail Information

Open Date 03/29/2023 Close Date Open Until Filled Yes Special Instructions to Applicant
Interested applicants must submit their application and all required documents online on the Douglas College Career Site . Qualified internal applicants shall be given first consideration in filling the position. All internal applications must be received by April 5, 2023. Please ensure your resume clearly explains how you meet the required knowledge, skills and abilities of the position for which you are applying. All candidates selected for interview will need to bring original certificates and diplomas of educational credentials noted on their resume.
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