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.

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 Freedom of Information and Protection of Privacy Act (MFIPPA), Personal Health Information Protection Act (PHIPA) and the Personal Information Protection and Electronic Documents Act (PIPEDA)
• Experience in a computerized environment with a high level of proficiency in the Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint), Google software applications, Adobe Acrobat Pro, databases of student records, records management software applications, and ability to update website content

• 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