Senior Specialist, Policy

The Senior Specialist, Policy & Information Governance supports the design, implementation and ongoing administration of the organization’s enterprise policy-management and records-governance frameworks. The Senior Specialist coordinates the full lifecycle of corporate policies, procedures and other controlled documents, including development, review, approval, publication, communication, periodic review, revision and retirement. Working closely with Legal, Compliance, Human Resources, Privacy, Cybersecurity, Information Technology and business owners, the Specialist, Policy & Information Governance maintains reliable governance processes, project controls, records and reporting while helping ensure that information is managed in accordance with applicable legal, regulatory, contractual and operational requirements. Key Accountabilities: Policy and Controlled Document Management:
- Lead and administer the enterprise policy-management framework and coordinate policies, standards, procedures and other controlled documents through each stage of their lifecycle.
- Drafts, revises and conforms policies assigned within the enterprise policy‑management framework, ensuring alignment with organizational standards and governance requirements.
- Create and maintain the central policy inventory, document hierarchy, ownership assignments, approval authorities, effective dates, review cycles, version history and evidence of approval.
- Coordinate and communicate with cross-functional document owners and subject‑matter experts to support and produce clear, consistent and timely drafting, review, consultation, approval and publication processes.
- Review documents for adherence to approved templates, governance requirements, naming conventions, document‑control standards and accessibility expectations, without replacing the accountable owner’s responsibility for substantive content.
- Monitor upcoming and overdue reviews, escalated delays or gaps, and produce regular status reports and metrics for management and internal audit functions.
- Support enterprise policy communication, implementation and attestation processes, including coordination with Communications, Human Resources, Learning and Development and operational leaders.
- Identify obsolete, duplicative, inconsistent or uncontrolled documents and coordinate their consolidation, replacement, archiving or retirement. Information and Records Governance:
- Support the development, implementation and maintenance of records-management policies, classification structures, retention schedules, disposition procedures and related guidance.
- Coordinate inventories of physical and electronic records across business units, locations, repositories, shared drives, collaboration platforms and approved systems.
- Work with Legal and accountable business owners to map record categories to approved retention and disposition requirements and to document decision‑making and approvals.
- Coordinate secure and defensible records disposition, including eligibility review, business‑owner confirmation, legal‑hold verification, approval, vendor activity, certificates of destruction and audit records.
- Ensure that records potentially subject to litigation, investigation, audit, regulatory inquiry or other preservation requirements are excluded from disposition unless Legal provides documented authorization.
- Support physical‑record storage, retrieval, digitization and destruction activities, including vendor coordination, chain‑of‑custody documentation and reconciliation of inventories.
- Partner with Information Technology, Cybersecurity and system owners on digital retention, deletion, access, migration and repository‑management initiatives.
- Maintain complete and auditable records of inventories, approvals, holds, exceptions, destruction activity and project outcomes. Project Management:
- Plans and delivers cross-functional projects involving the inventory, classification, retention, digitization, storage and defensible disposition of physical and electronic records.
- Develop and maintain project charters, workplans, schedules, milestones, dependencies, risk and issue logs, decision records, budgets and status reporting for assigned initiatives.
- Lead cross-functional project meetings, coordinate internal and external resources, track deliverables and follow up on commitments to support timely completion.
- Translate legal, regulatory and governance requirements into practical implementation plans, procedures, controls and measurable deliverables.
- Identify project risks, resource constraints, control gaps and competing priorities, escalated them promptly and recommend practical solutions.
- Support change management, stakeholder engagement, communications and training required to embed new policy and information‑management practices.
- Establish project and operational metrics and prepare concise progress, exception and completion reports for management and governance comm