Coordinator, Information Access, Privacy and Policy Management

at  British Columbia Institute of Technology BCIT

BCIT’s Privacy, Information Access and Policy Management department is seeking a regular, full-time (1.0 FTE) Coordinator, Information Access, Privacy and Policy Management. This position coordinates and provides full administrative support to both the Information Access and Privacy Office (IAPO) and the Policy Management Office (PMO). This role serves as the first point of contact for information requests made under the BC Freedom of Information and Protection of Privacy Act (FIPPA) and general inquiries regarding access to BCIT records, ensuring BCIT’s legal, regulatory, and contractual obligations are met.

KEY ACCOUNTABILITIES:

• Acts as the first point of contact for information under FIPPA; acknowledges and responds to inquiries and requests regarding access to BCIT records or redirects as appropriate.
• Conducts records searches and processes results, collecting fees as appropriate. Prepares responses to requests, including reviewing, redacting, preparing records for release and delivery to applicants in accordance with FIPPA. Uses discretion to determine when to consult with and seek advice or assistance from others within or outside BCIT.
• Supports members of the team with preparing and managing program metrics and documentation (e.g., risk register), communications, policies, reports, forms and templates, training materials, and publications. Provides user support for software applications and administrative information systems as required.
• Assists in the creation and editing of website and social media content, coordinates and provides administrative support for multiple communication channels and social media platforms, BCIT’s Policies website, and public-facing webpages. Responsible for posting and updating online content.
• Provides administrative support to the department including to the Chair, Policy Review Team by scheduling and coordinating meetings, preparing and distributing agendas and meeting materials, taking minutes, and following up on action items.
• Assists in developing and maintaining the PMO policy database, conducting queries, preparing, and distributing reports.
• Performs day to day office management and maintains secure manual and electronic filing systems. Ensures information is retained and disposed of in accordance with records management policies. Recommends improvements to records management systems, processes and procedures.
• Responsible for planning and coordination of meetings and events held online or in-person, monitoring budgets and registration, booking appropriate spaces and equipment, and supplying meeting materials. Attends and assists as required.
• In collaboration with the Director, reviews, evaluates, and updates documents, procedures, forms, reports, budgets. and presentations related to IAPO and PMO program activities.
• Assists the Director and Advisors with promoting and supporting IAPO and PMO initiatives, strategies, special assignments, and projects as assigned.

QUALIFICATIONS AND REQUIREMENTS:

• Completion of two years (full-time) post-secondary education in a related field, including studies in business or law office administration, or paralegal training.
• Two to four years’ experience in administrative systems and business practices, preferably in a large public sector organization.
• Courses or training in FIPPA or similar legislation. Intermediate knowledge of information access and privacy principles.
• A combination of education and experience may be considered
• Advanced knowledge and experience using Microsoft 365 including demonstrated proficiency in MS Teams, Word, Excel, OneDrive, SharePoint, Adobe Acrobat Pro and Outlook: comfortable and adaptable with changing technology.
• Demonstrated experience in creating and managing internal and public-facing web content.
• Demonstrated experience in planning, coordination, time and resource management when assessing and processing requests and inquiries.
• Ability to prioritize work, track progress, and meet deadlines, exercising discretion in balancing priorities and dealing with sensitive matters.
• Exemplary written and verbal communication skills with emphasis on formal correspondence and customer service.
• Proven ability to exercise tact and diplomacy when dealing with confidential information and when dealing with people at all organizational levels.