Information Access

4 days ago

Burnaby, Canada British Columbia Institute of Technology (BCIT) Full time

The
- **Privacy, Information Access & Policy Management **office is looking for a
- **regular, full time Privacy Coordinator**. This position coordinates the administrative aspects of the Institute’s information access and privacy processes and programs, and assists the Associate Director and Advisor, Information Access and Privacy Office (IAPO) in ensuring that BCIT’s legal, regulatory and contractual obligations are met. As a part of the IAPO team, this position provides specialized and technical administrative support, recommends and implements improvements to records management systems, processes and procedures, and promotes and supports departmental initiatives and Institutional information access and privacy strategies.**Duties & Responsibilities**

**DUTIES**
**&**
**RESPONSIBILITIES***:

- Serves as the first point of contact for inquiries and requests for access to information, assesses basic needs and refers as appropriate, and provides general assistance on the nature of IAPOs programs and services.
- Provides administrative support concerned with ensuring compliance with Freedom of Information and Protection of Privacy Act (FIPPA) and the Office of Information and Privacy Commissioner for British Columbia (OIPC).
- Receives and tracks all information access requests including consultations from other public bodies and appeals to the OIPC.
- Continuously reviews all relevant processes to ensure the highest levels of business ethics and contractual terms and conditions are maintained.
- Designs, develops, implements and maintains the department’s records management system and ensures confidentiality is maintained in all matters.
- Ensures that all information relating to an inquiry or complaint is documented in the records management system, including electronic storage of all paper-based documents.
- Ensures that information access files are secured, retained and disposed of in accordance with Institute records management policies and procedures.
- Supports the ongoing development, implementation and improvement of the IAPO program, policies, and procedures.
- Streamlines processes for seamless coordination of programs and services; maintains related records and materials and assists in developing and preparing presentations and reports.
- Updates the Institute’s privacy policies and procedures, privacy information, and printed and electronic staff training materials at the direction of the Associate Director and/or Advisor.
- Drafts correspondence, reports, privacy impact assessments, and other relevant documentation on behalf of the Associate Director and Advisor.
- Coordinates privacy awareness training delivery by organizing schedules, handling invitations and registrations, room bookings and set up, maintaining training and workshop calendars, and other related duties. Attends and assists in training sessions as required; takes notes and supports group exercises.
- Assists in designing, developing and maintaining data and reports on the effectiveness of training strategies and brings areas of concern to the Associate Director or Advisor as appropriate.
- Assists in the coordination and publishing of web-based announcements and other information related to Information Access and Privacy initiatives, programs and updates under the direction of the Advisor, Privacy and Information Management. Ensures that website(s) are current and makes necessary changes and updates as required.
- Monitors the departmental budget and provides report summaries to the Associate Director at regular intervals. Prepares a variety of financial forms and works with the Finance department to resolve any anomalies in budget reporting.
- Maintains a reference library of relevant communications, research, programs and services.
- Assists the Associate Director and IAP Advisor with completion of special assignments and projects as assigned.
- Exercises sound, independent, professional judgment. Demonstrates initiative and takes responsible action. Decisions involving unfamiliar circumstances are made in consultation with the Associate Director or Advisor, or external sources as appropriate.

**Qualifications**

**QUALIFICATIONS***:

- Grade 12, plus completion of up to two years of post-secondary education in a related field including studies in business or office administration, or legal or para-legal, and supplemented with FIPPA or related privacy courses or training.
- Two to four years of experience in administrative systems and business practices through which a working knowledge of administering records management systems was developed.
- A combination of education and experience may be considered.
- Basic knowledge and understanding of information access and privacy principles, and the ability to exercise resourcefulness in dealing with new situations.
- Ability to prepare, maintain, update and retrieve related materials, search records and compile information.
- Demonstrated skills in administrative and co

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