Access and Privacy Officer

COVID 19 On-Campus Requirements

Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to declare their COVID-19 vaccination status and provide proof that they were fully vaccinated or had an approved accommodation to engage in in-person University activities. These requirements were suspended effective May 1, 2022, but the University may reinstate them at any point.

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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.

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to ask job-related questions and confirm eligibility for hire. All final hiring decisions are made using non-AI related processes.

Job Summary

Reporting to the Senior Legal Counsel, Chief Privacy Officer and Director, Research Security (Chief Privacy Officer) and working closely with the Records Manager, the Access and Privacy Officer delivers analytical, administrative, and project management support for the central office functions of the Records Management and Privacy Office (RMPO). The incumbent is required to have a high degree of initiative and discretion within a confidential working environment. The incumbent also welcomes and fosters a collaborative work environment with all staff, managers, and/or faculty, and functions with a high level of precision, demonstrating attention to detail, efficiency, and a commitment to excellent client service.

Job Description

KEY RESPONSIBILITIES:

• Collects, manages, and maintains the intake and processing of FIPPA requests.

• Plans, develops, drafts and produces unit communications to the university community for unit senior staff.

• Reviews and processes informal access to information requests, privacy incidents and complaints and where applicable directs them to Chief Privacy Officer or Records Manager.

• Prepares the annual statistical reports for the Information and Privacy Commissioner (FIPPA requests, breaches under FIPPA, breaches under PHIPA).

• Assists in assessing the quality of data collection related to privacy breaches, and requests, ensuring distributed information is verified and accurate.

• Manage and updates RMPO website and internal communication with content and ensuring the units strategic vision and priorities are present.

• Coordinates the planning, organizing, and delivering of training and educational opportunities offered to units.

• Undertakes the unit's own records management activities including serving as the unit's Information Management Administrator in RIMS (the electronic records and information management system).

• Serves as the main contact for the university's offsite records storage vendor to address physical records management: liaising with Queen's units on sending records to offsite storage; issuing destruction requests on behalf of units.

• Provides guidance and support to units across the University to RIMS.

• Understands the university's internal policies and procedures related to university records management.

• Researches and compiles data as requested by unit staff, organizing information into a useable form.

• Creates and maintains a variety of databases. Performs analysis and prepares reports and statistics.

• Represents department on committees/working groups as required.

• Undertakes other duties as delegated in support of the unit.

REQUIRED QUALIFICATIONS:

• Undergraduate degree (honours degree preferred).

• Several years (minimum 5) of experience in related professional field, preferably in a post-secondary or public sector environment.

• Extensive knowledge of senior records management , understanding of Canadian access and privacy legislation.

• Experience dealing with extremely confidential material on a regular basis

• Consideration will be given to an equivalent combination of education and experience.

SPECIAL SKILLS:

• Strict attention to detail and exceptional accuracy when performing tasks with an appreciation for the implications of error for the university.

• Experience with and advanced understanding of SharePoint an asset.

• Strong communication skills, both oral and written, with the ability to respond with sensitivity and good judgment to difficult and highly sensitive situations. Excellent writing skills to draft and edit correspondence and reports.

• Demonstrate strong 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.

• Accuracy, attention to detail, and a demonstrated commitment to organizational effectiveness and excellency.

• Excellent time management skills to cope effectively with a consistently high volume of work and to provide support for numerous ongoing projects, ensuring deadlines are met.

• Exceptional organizational/administrative skills to coordinate and maintain progress on many diverse tasks and carry them to completion simultaneously, without supervision, and with many interruptions.

• Strong ability to problem solves, exercise discretion and determine when to involve senior staff in decision-making.

• Initiative and self-motivation; experience organizing and coordinating efforts with diverse stakeholders and between multiple objectives.

• Computer and office skills, including advanced proficiency with common office software, as well as the ability to learn new software.

DECISION MAKING:

• Prioritizes diverse responsibilities, many of which require urgent attention.

• Determines the appropriate support and guidance and decides when to involve the Director in decision-making for complex or sensitive cases.

• Recommends solutions and the appropriate course of action to achieve operational/process efficiency.

• Responds to inquiries and determines whether to refer, and where to refer, to ensure that the inquiry is handled promptly; redirects as required.

• Prioritizes one's own work, continually adjusting to a fast-paced environment, establishes approaches to analytical problems and makes recommendations for action, determines options or ranges of solutions to problems where clear guidelines may not exist, and completes work within necessary timeline

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queen's is strongly committed to employment equity, diversity, and inclusion in the workplace and encourages applications from Black, racialized persons, Indigenous people, women, persons with disabilities, and 2SLGBTQI+ persons. In accordance with Canadian Immigration requirements, priority will be given to those who are legally eligible to work in Canada.

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

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