Process Analyst, Records & Information Management (RIM)

at  OCAD University

OCAD University acknowledges the ancestral territories of the Mississaugas of the Credit, the Haudenosaunee, the Anishinaabeg and the Huron-Wendat, who are the original owners and custodians of the land on which we work, stand and create.
OCAD University, Canada’s largest and oldest art and design university, is a vibrant community of bold, curious and compassionate artists, designers and scholars who are imagining and creating a joyful, equitable and sustainable world. The University is an internationally renowned hub for art, design, digital media, research, innovation and creativity, and arts administration. It embraces collaborative and interdisciplinary approaches to change-making through art, design-thinking curriculum and research, making OCAD U a local, regional, national and global leader in art and design.
It is an exciting time to join the OCAD U community. The University is at a key stage in its institutional transformation, with the implementation of its Academic and Strategic Plan and guiding principles—driving positive impact, decolonization, indigenization, and equity, environmental sustainability, emerging as a vibrant hub, student-centered approaches, innovation in learning, teaching, and research, and financial stewardship.
Reporting to the Director, SIS & Process Optimization (SISPO), the Process Analyst, Records & Information Management (RIM) helps to lead the implementation of a Records & Information Program across the university. Duties include supporting consultants and committees, tracking project progress, collating and performing initial data analysis, documenting standards and procedures, developing training materials, ensuring appropriate record inventorying and classification supports, and supervising related student positions. In addition, the Process Analyst (RIM) recommends naming conventions, suggests metadata standards, and collates information needed for a knowledge and document management system. The Process Analyst (RIM) maintains a general knowledge of project management, records and information management, and university operations to support the adoption of records and information management best practices across the university.

QUALIFICATIONS:

• Post-secondary degree or equivalent
• Certification related to Records & Information Management an asset
• Minimum of four (4) years of related work experience in areas such as digital and electronic document management, records and information management, project management, data analysis, business analysis, and continuous process improvement
• Sound knowledge and awareness of federal and provincial legislative requirements regarding the protection of information, including the Freedom of Information and Protection of Privacy Act and the Personal Health Information Protection Act
• Excellent communication skills, both verbal and written, and the ability to convey both technical and administrative information across diverse disciplines and platforms
• Experience working in a team-oriented and collaborative environment; on-campus and remotely
• Experience with hiring, supervising & working with student employees to support key deliverables and projects
• Ability to work in a self-directed and self-motivated manner with keen attention to detail
• Demonstrated ability to effectively prioritize and execute tasks in a constantly changing environment
• Proven ability to analyze and solve complex problems
• Proven ability to learn and apply new knowledge and technologies
• Previous presentation and training delivery experience
• Strong computer skills, with a working knowledge of Microsoft Office applications (i.e. Teams, Excel, Office, and Outlook)
• Previous experience with Electronic Content Management systems (such as Laserfiche and SharePoint) along with higher education specific software an asset
• Familiarity with data sensitivity labelling and records management tools and best practices within the Microsoft Office 365 ecosystem an asset
• Demonstrated commitment to the principles of equity and diversity, and experience promoting a respectful work and learning environment for students, staff and faculty
  Compensation: Hiring Range - $36.77 to $42.16 per hour commensurate with experience, plus 4% vacation pay and 7% in lieu of benefits; Salary Range - $36.77 to $48.33 per hour.
  Hours of Work: Monday to Friday, 35 hours per week. This is a temporary contract expected to continue until February 28, 2025.
  This is a hybrid role. The successful candidate will be expected to report to work on campus and have the flexibility to work remote days. The work arrangement will be made in consultation with the Director, Student Information Systems & Process Optimization.

Application Deadline: Interested applicants are invited to submit an updated *resume and cover letter (PDF) . The review of applications will begin on Monday, June 24, 2024, and will continue until the position has been filled.

• Please upload your resume and cover letter as one PDF. Please name your upload: FirstName_LastName-Job Code

As an institution committed to art, design, digital media and related scholarship, OCAD University recognizes the profound and essential value that diversity brings to the creation, reception and circulation of creative practices and discourse. OCAD University understands that valuing diverse creative practices and forms of knowledge are essential to and enrich the institution’s core mission and vision as an art and design university with a local and global scope.
As an employer committed to employment equity, we encourage applications from members of equity-deserving communities including women, racialized and Indigenous persons, persons with disabilities, and persons of all sexual orientations and gender identities/expressions.
We encourage members of designated equity-deserving groups to self-identify within the voluntary Applicant Questionnaire.
OCAD University is committed to providing an inclusive and barrier free experience to applicants with accessibility needs. Requests for accommodation can be made at any stage during the recruitment process. Please contact People & Culture for more information or refer to OCAD U’s Policy of Accommodation in Employment for Persons with Disabilities .
All qualified persons are encouraged to apply; however, Canadians and permanent residents of Canada will be given priority. While we thank all candidates for their interest, only those short-listed will be contacted.

• Oversee RIM Program project activities including facilitating team meetings, coordinating duties, organizing resources, supervising student employees, maintaining tasks and documenting decisions, risks, and ideas
• Support consultants through engagement scheduling and tracking, file sharing, and data gathering, collation, and initial analysis of internal information, acting as the main point of contact
• Assist in the management of committee meetings and actively participates and contributes to internal working groups related to records management initiatives
• Facilitate the adoption of RIM best practices across the university by leading team meetings, coordinating development efforts, organizing resources for manual efforts, and suggesting alternate project alignment and handoff
• Supervise the development, documentation, and provisioning of training materials that establish university protocols, authority controls, data governance procedures, and guidelines for storing, retrieving, sharing, and disposing records and documents
• Audit and validate both manual and automated record inventorying processes and practices, bringing concerns to the Director SIS & Process Optimization for greater consideration
• Analyze inventories of manual and automated record repositories to recommend the creation, amalgamation, reduction, and elimination of records within established policies and procedures
• Coordinate and evaluate testing results of technological solutions, such as metadata assignment, scanning processes, audit reporting, and inventorying accuracy, recommending acceptance, implementation, and/or further adjustment
• Investigate office level concerns surrounding unexpected software behaviour, assisting subject matter experts with knowledge acquisition, support coordination, and escalation to the Director when necessary
• Maintain thorough knowledge and understanding of RIM best practices, and general understanding of university administrative processes and services, through continuous learning
• Assist the Director in other related tasks that contribute to the successful completion of SISPO led projects