Records Manager

Employee Group: Managerial & Professional

Job Category: Other Professionals

Department or Area: Records Management and Privacy Office

Location: Kingston, Ontario, Canada (Hybrid)

Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.

We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as women, racialized/visible minorities, Indigenous/Aboriginal peoples, persons with a disability, persons who identify in the LGBTQ+ community and others who reflect the diversity of Canadian society.

Come work with us

Reporting to the Director, University Records Management and Chief Privacy Officer, the Records Manager oversees and leads the university’s Records Management program. The Records Manager provides leadership and expert advice in the management of the university’s records and information, and assumes operational responsibilities related to the university’s records management program by which the university systematically manages its active and semi-active records from the time they are created or received and used for business, through to their final disposition, ensuring compliance with legal requirements. The incumbent is required to have a high degree of initiative and discretion within a confidential working environment. The implementation and maintenance of an efficient and effective electronic document and records management system will be a significant part of the work required.

KEY RESPONSIBILITIES:
• Provides leadership and expertise in university records and information management.
• Maintains and updates university records management policies and procedures in coordination with appropriate members of the organization, especially legal counsel, the University Archives, ITS Security and other ITS staff and, as appropriate, the Risk Management and Internal Audit Departments.
• In consultation with the Director, University Records Management and Chief Privacy Officer, identifies and establishes the university’s strategic and operational records and information management priorities.
• Oversees the development and maintenance of the university’s Records Retention Schedule.
• Implements and maintains the university’s EDRMS (Electronic Document and Records Management System).
• Serves as the primary contact for the university’s semi-active records storage, retrieval, circulation and refiling service.
• Provides advice and assistance to units in the implementation of records and information management procedures and practices, including filing practices, plans for executing paper to digital records conversions and other digital records issues, implementing retention schedules, and the management of active and semi-active records.
• Facilitates, leads, and chairs the University Records Management Committee.
• Prepares and delivers training and awareness programs for university employees on issues related to records and information management.
• Develops and maintains related resources for university employees, including but not limited to a website.
• Maintains administrative systems and required reporting functions with regard to records and information management.
• Promote a culture of inclusion, with a commitment to the university’s equity, diversity, inclusion and Indigenization initiatives designed to foster an inclusive, supportive and welcoming work environment for individuals with diverse backgrounds and identities.
• Plans, prioritizes and manages the work of employees, providing strategic and tactical advice, guidance and coaching. Identifies the need for staff resources, participates on staffing committees, and makes effective recommendations regarding employee selection.
• Assesses staff training and development needs and ensures that employees receive training required to improve and sustain successful performance.
• Actively involved in the records and information management profession (within and beyond the higher education sector) to ensure that university approaches and practices remain up to date.
• Represents the university on provincial and national records and information management groups.
• Establishes a high personal standard of service and performance by actively participating in other duties as assigned, education and training opportunities, etc.

REQUIRED QUALIFICATIONS:
• Undergraduate degree required; graduate degree in a related field (e.g., Records and Information Management, Archival Studies, Information Science) preferred.
• 5+ years of professional work experience, preferably in a post-secondary or public sector environment.
• Certified Records Manager (CRM) designation an asset.
• Familiarity with and understanding of the decentralized university structure, its governance processes, and constituencies.
• Consideration will be given to an equivalent combination of education and experience.

SPECIAL SKILLS:
• Extensive knowledge of records management theory, methodology and practice, including the principles and practices that promote access, protection, and preservation, in all media.
• Familiarity with information technology used in the workplace and in the records management field, combined with the ability to understand and influence the digital capabilities of business systems used across the university. Experience with and advanced understanding of SharePoint an asset.
• Strong interpersonal skills, including demonstrated verbal and written communication skills.
• Demonstrated research and analytical skills.
• Capacity for independent and sound judgment, diplomacy and discretion.
• Creativity, flexibility, initiative and the ability to work both independently and as a member of a team.
• Ability to concurrently plan, organize, and prioritize a number of urgent, sensitive issues or tasks.
• Accuracy, attention to detail, and a demonstrated commitment to organizational effectiveness and excellency.
• Computer and office skills, including advanced proficiency with common office software such as M365 tools, survey tools, web publishing tools, as well as the ability to learn new software.

DECISION MAKING:
• Prioritizes diverse activities.
• Determines the appropriate support, guidance and advice while supporting academic and non-academic units with records and information management policies and procedures. Decides 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 regard to records and information management practices, considering operational and systemic impacts of process change.
• Responds to inquiries and determines whether to refer, and where to refer, to ensure that the inquiry is handled promptly; redirects as required.
• Evaluates employee performance and decides on appropriate training or coaching to address lack of proficiency in carrying out responsibilities, or remedial action for staff disciplinary situations.
• Prioritizes own work and work of team members in accordance with evolving and/or competing priorities. Determines appropriate assignment of resources, evaluates progress on assigned work of team members, assists in solving problems and suggest directions that would result in timely and accurate completion of tasks.

The University invites applications from all qualified individuals. Queen’s is committed to employment equity and diversity in the workplace and welcomes applications from women, visible minorities, Aboriginal Peoples, persons with disabilities, and persons of any sexual orientation or gender identity. In accordance with Canadian Immigration requirements, priority will be given to Canadian citizens and permanent residents.

The University provides support in its recruitment processes to all applicants who require accommodation due to a protected ground under the Ontario Human Rights Code, including those with disabilities. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at hradmin@queensu.ca.