25ae05 - Administrative Officer, Freedom of Information, Privacy & Records Management - Guelph Board Office

Job Code: 25AE05

Administrative Employees

**CAREER OPPORTUNITY**:
**ADMINISTRATIVE OFFICER, FREEDOM OF INFORMATION, PRIVACY & RECORDS MANAGEMENT**

**ABOUT THE UPPER GRAND DISTRICT SCHOOL BOARD** (UGDSB)**

The UGDSB employs a team of approximately 4,000 dedicated staff who serve more than 35,000 students attending a variety of programs across 65 elementary and 11 secondary schools as well as continuing education and adult learning centres in the counties of Dufferin, Wellington, and the City of Guelph. The UGDSB covers the ancestral and treaty lands of the Mississaugas of the Credit, the Six Nations of the Grand River, and Saugeen Ojibway Nation.

The UGDSB is committed to supporting student achievement and well-being through our team of dedicated staff and strong learning communities, always striving to meet the diverse needs of our students. Our employees are empowered to contribute in meaningful ways to the success of our students and the greater organization.

**THE OPPORTUNITY**

The UGDSB is seeking a dynamic individual to join our team in the capacity of **Administrative Officer, Freedom of Information, Privacy & Records Management**. This is a permanent full-time position which commences as soon as possible.

**Location**:Guelph Board Office. Blended (remote/in-person) work model may be provided as per UGDSB Blended Work Model - Non School Based Staff Operating Procedure.

**Hours of work/FTE**:1.0 FTE; 40 hours per week

**Salary Range**:$85,300 to $102,283 per year (wage rate effective September 1, 2025)

**Board Information**:12 months; permanent, full-time; Administrative Employees

Reporting to the Manager, Governance & Board Services, the Administrative Officer, Freedom of Information, Privacy & Records Management is responsible for ensuring the Board's compliance with the Municipal Freedom of Information and Privacy Act (MFIPPA) by responding to FOI requests, investigating privacy breaches and supporting records management. They also provide support to schools, promoting best practices aligned with the Office of the Privacy Commissioner of Ontario and assisting in the handling of records.

**Responsibilities**:

- Support systems and procedures for records management, privacy, and FOI compliance
- Collaborate with Governance & Board Services to ensure legislative adherence
- Monitor and escalate changes in provincial/federal legislation affecting records
- Maintain and update records retention schedules and support lifecycle management
- Act as primary contact for records, privacy, and FOI inquiries and guidance
- Provide first-level support to schools for OSR and student record compliance
- Administer transcript requests and support OCAS portal services
- Coordinate offsite storage, retrieval, and destruction of records
- Develop and deliver training materials for staff onboarding and annual refreshers
- Process FOI requests: search records, assess sensitivity, liaise with stakeholders
- Prepare FOI correspondence, reports, and maintain tracking databases
- Update privacy policies and contribute to policy development across departments
- Ensure proper privacy consents, notices, and third-party agreements
- Investigate privacy breaches and complaints in collaboration with departments
- Participate in software vetting to ensure privacy and data security compliance
- Track and report FOI requests, privacy breaches, and complaints
- Coordinate MFIPPA compliance, including formal access requests and appeals
- Manage fee collection/reporting
- Liaise with vendors for shredding and offsite storage; support RFPs and contracts
- Perform other duties to support professional growth and organizational needs

**Experience and Qualifications**:

- Post Graduate Certificate in Information Management, Privacy, and Access or post-secondary education in Business, Information Management, Public Administration, Law, or a related discipline is required
- Minimum of three (3) years' experience working directly with the Municipal Freedom of Information and Privacy Act (MFIPPA) or other related access and privacy legislation
- Achieved one or more of the following: Certified Records Manager, Certified Records Analyst, Ontario Association of School Board Officials (OASBO) Privacy and Information Management Certificate or Certified Information Privacy Professional/Canada (CIPP/C)
- Previous experience in a unionized / school board / public sector organization
- A proven ability to organize and coordinate a diverse number of tasks or projects and demonstrated research and problem-solving skills
- Strong attention to detail combined with a proven ability to work under pressure in order to meet frequent deadlines
- Excellent communication and presentation skills, both written and verbal
- Knowledge and understanding of Records and Information Management practices and the implementation and maintenance of a Records Management Program
- Knowledge of provincial and federal privacy legislation including the Municipal Fre