Policy Officer

Policy Officer – Job Description

Organization: College of Applied Biologists

Location: Victoria, BC

Reports to: Director of Finance and Operations

Employment Type: Full-time

Salary range: $71,000 - $83,500

Application Closing Date: January 9, 2026

Position Summary

The Policy Officer provides critical support to the College's corporate operations by assisting in the development and implementation of operational and program policies, managing records and privacy compliance, coordinating procurement and contract processes, supporting human resources functions, and tracking required bylaw changes. This role ensures that internal systems and procedures align with legislative requirements and organizational goals, contributing to the effective and compliant operation of the College.

Key Responsibilities

Operational and Program Policy Support

• Assist in the development, review, and implementation of operational and regulatory program policies and procedures.
• Ensure policies align with applicable legislation and support the College's strategic and operational objectives.
• Monitor policy effectiveness and recommend updates or improvements.

Bylaw Monitoring and Support

• Identify and track required changes to College bylaws based on legislative updates, operational needs, or policy developments.
• Support the preparation, documentation, and coordination of bylaw amendments in collaboration with staff and legal counsel.

Information Access, Privacy & Records

• Coordinate responses to Freedom of Information and Protection of Privacy Act (FOIPPA) requests.
• Support the design, implementation, and maintenance of records management systems.
• Assist in delivering staff training on privacy, information management, and records protocols.

Procurement & Contracts

• Assist with contract preparation, authorization, and documentation.
• Support contract negotiation and RFP/RFQ processes.
• Track contractor performance and maintain contract templates.
• Monitor procurement spending and assist with forecasting.
• Process invoices and coordinate purchases for corporate services.

Human Resources Support

• Coordinate staff training logistics and assist in developing training proposals.
• Support onboarding and orientation processes.
• Assist with HR policy administration, including:
• Tracking performance and development planning cycles.
• Monitoring vacation and sick leave records.
• Supporting compliance with WorkSafeBC and Occupational Health and Safety (OHS) requirements.

Qualifications

Education

• Undergraduate degree or diploma in:
• Business Administration
• Privacy/Records/Risk Management or Information Governance
• Human Resources, Accounting, or Contract Management
• Alternatively, a degree in a natural resource field with relevant experience in corporate services.
• Equivalent combinations of education and experience will be considered.

Experience

• Experience supporting policy development and implementation.
• Familiarity with FOIPPA and records management practices.
• Experience assisting with procurement and contract coordination.
• Experience handling sensitive information and preparing reports.
• Exposure to regulatory or bylaw development processes is an asset.

Knowledge, Skills & Abilities

Knowledge of

• Operational and regulatory policy development processes.
• FOIPPA and records management principles.
• Procurement and contract administration procedures.
• Bylaw development and amendment tracking.

Abilities

• Apply privacy and records protocols effectively.
• Identify and communicate operational and policy challenges.
• Build cooperative working relationships across teams.
• Use technology tools (e.g., MS Office Suite, databases, Zoom, MS Teams).
• Prepare accurate and professional documents, reports and briefing notes
• Work independently with attention to detail and accountability.

Skills

• Strong analytical and organizational skills.
• Clear written and verbal communication.
• Effective time management and prioritization.
• Proactive and adaptable approach to supporting team needs.

Competencies

• Initiative and follow-through in supporting organizational needs.
• Effective communication across diverse audiences.
• Sound judgment in problem-solving and decision support.
• Team-oriented with a collaborative mindset.
• Planning and coordination of tasks and projects.
• Cultural agility and respect in working with Indigenous Peoples.

Working Conditions

· Standard office environment; however, the mission of the organization may sometimes involve work outside of the office.

· Standard work week (37.5 hours per week), but occasionally will involve working evenings and weekend hours to accommodate activities (e.g., Board meetings, representing the organization at public events).

· Hybrid work arrangement allowing up to 40% remote work, or approximately two days per week.

· Travel to meetings and events when necessary.

· The College's office is located in Victoria, B.C.

· Participation in BC's Public Service Pension Plan is mandatory.

Benefits:

· Paid sick leave allowance

· Paid wellness (personal) days

· 3 weeks of vacation

· Professional development subsidy

· Enrollment into Public Service Pension Plan

· Comfortable office in downtown Victoria

· Cell phone and internet allowance

· Extended Heath Coverage with Health Spendings Account

Job Type: Full-time

Pay: $71,000.00-$83,500.00 per year

Benefits:

• Extended health care
• Paid time off

Work Location: Hybrid remote in Victoria, BC V8W 2E7