Analyst - Records Classification Specialist -3rd

2 weeks ago

SainteAnnedeBellevue, Canada John Abbott College Full time

Job Description:

IMPORTANT:
Effective immediately - 2-year Full-time Specific Project - 3rd posting

APPLICATION DEADLINE:
March 26, 2024

JOB SUMMARY:

REPORTING TO THE DIRECTOR OF CORPORATE AND INSTITUTIONAL AFFAIRS AND COMMUNICATIONS, IN CLOSE COLLABORATION WITH THE INFORMATION TECHNOLOGY SERVICES (ITS) DEPARTMENT, IS RESPONSIBLE FOR ANALYZING, CLASSIFYING, AND MANAGING THE COLLEGE'S RECORDS IN STRICT ADHERENCE TO APPLICABLE GUIDELINES, BEST PRACTICES, AND THE COLLEGE'S CLASSIFICATION PLAN AND RETENTION SCHEDULE, WITH AN EMPHASIS ON MINIMIZING UNNECESSARY RECORDS COLLECTION AND RETENTION.

DETERMINES THE CONFIDENTIALITY, INTEGRITY AND AVAILABILITY OF ALL INFORMATION ASSETS AND MAKES RECOMMENDATIONS ON THE COLLEGE'S CLASSIFICATION PLAN AND RETENTION SCHEDULE AS REQUIRED.

MAKES RECOMMENDATIONS PERTAINING TO PROCESS IMPROVEMENTS ON AN INSTITUTIONAL LEVEL IN RECORDS GOVERNANCE AND INFORMATION MANAGEMENT SYSTEMS.

DUTIES AND RESPONSIBILITIES

  • In collaboration with the various departments of the College, lead and perform the records classification systematically identifying and categorizing information assets in accordance with the « Guide de catégorisation de l'information » of the Treasury Board and the Kit 4 guide of the Fédération des cégeps and the Centre d'expertise Vigilance Bouclier; with a view on effective risk mitigation strategies for the protection of sensitive information assets.
  • In the context of the records classification exercise, concurrently lead and perform a review of the College's classification plan and retention schedule in accordance with applicable guidelines and best practices with an eye on the minimization of the collection and retention of nonessential records.
  • Develop a holistic understanding of the information and documentation held by the College and make recommendations for optimal records and information management systems that prioritize records minimization and compliance with records governance standards.
  • Establish and enforce a robust records governance framework that ensures compliance with records minimization principles and industry standards.
  • Organize and lead training and professional development as required to inform relevant stakeholders of their responsibilities under the College's classification plan and retention schedule; counsel and support them in their duties and work, with a view of continuous improvement; ensure departments incorporate records management in their departmental procedures
  • Benchmark, participate and network with other colleges and peers to identify and share continuous improvement practices in information management
  • Prepare procedures, guidelines, and amendments to existing College bylaws, policies, procedures, or guidelines as required, with a strong focus on incorporating information governance and records minimization strategies.
  • Liaise with external associations or groups, such as the Fédération des cégeps, the Ministère de l'Enseignement Supérieur (MES), etc.
  • Perform any other related tasks as may be assigned

EDUCATION:

  • Undergraduate degree in information sciences, records management, information technology, or in another appropriate field of specialization, particularly: computer science, management information systems (MIS), computer engineering or administration.
  • A master's degree in information sciences an asset

SPECIFIC REQUIREMENTS

  • Work experience in records management, information technology systems, archives and/or risk management, preferably in an educational or public sector setting
  • Strong analytical and communication skills; ability to lead and move project forward while fostering collaboration and motivating stakeholders
  • Openness, strong listening skills and a talent for expressing concepts in easytounderstand terms
  • Strong teamwork skills and the ability to establish effective interpersonal relationships at every level of the organization
  • Good knowledge of the Cégep system an asset
  • English advanced
- oral, written and written comprehension

  • French intermediate
- oral, written and written comprehension

Testing may be required to demonstrate knowledge of:

  • English (advanced oral, written and written comprehension)
  • French (intermediate oral, written and written comprehension)
  • Word (intermediate)
  • Excel (intermediate)

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