Records Management Specialist, Information Technology

Required Position

Full-Time Appointment

Responsibilities

The University is seeking an individual that is passionate about sharing knowledge and expertise, who is a champion of collaborative working environments, has excellent interpersonal and communication skills and can provide a broad range of technical and business knowledge to records management, document imaging and overall life cycle of records management. This role requires an individual that demonstrates strong leadership, great communication skills, disciplined project management like philosophy, digital dexterity and a proven business acumen.

Reporting to the Project Manager and collaborating closely with the Director of IS and the CIO, the Record management specialist will support the university’s efforts in developing and maintaining a Records Management program including but not limited to the creation of a records classification system and the introduction of the necessary technologies, systems, processes, standards and policies for records & document management and document imaging at the University. Working in collaboration with the Library and Archives, the University Secretariat, the Privacy Officer, the Information Technology team and core administrative departments (HR, Finance, Student Records etc.), the Record management specialist will be instrumental in supporting the overall Records Management program as the University embarks on its digital transformation journey.

Reporting to the Project Manager, the incumbent will:

• Work with administrative units to perform a review of current document management practices and document the workflows of the record lifecycle;
• Supporting the transition from legacy technologies or paper-based document management practices to the new Records Management program;
• Create and maintain the university-wide records retention schedule and records classification system;
• Engage with administrative units and members of the University community to promote awareness and understanding of records management policies, standards and procedures;
• Provide guidance and training where applicable;
• Support the University's records management program including but not limited to the areas of data and information governance, information security and information privacy and record lifecycle management;
• Maintain, configure and administer the records management system, the document imaging system and any ancillary systems and information technology services related to the Records Management program;
• Perform quality checks and audits for records management lifecycle compliance, access compliance, retention and disposition schedule compliance and document workflow accuracy;
• Other duties directly related to this position as assigned.

Qualifications

• Three (3) year diploma in information management, business administration, business analysis
• or related field;
• One (1) to three (3) years of experience in records management, document management, data management, information management or equivalent experience;
• High level of IT knowledge would be considered an asset;
• Agile and Lean project mapping experience;
• Ability to create policy and standard level documents;
• Direct and proven experience and skills with records and/or document management software systems, practices, policies, standards and procedures;
• Comprehensive knowledge of records management, document management and/or information
• management, including the principles for records retention, disposition, access and storage;
• Comprehensive knowledge and experience with records management systems, document mgmt. systems, document imaging systems, digital and electronic signatures applications and document workflow engines;
• General knowledge of finance operations, human resource management, procurement, student services, student records and other core administrative functions of a university or large organization;
• Proficiency with productivity suite software such as Google Suite and Microsoft Office;
• Certified Records Manager (CRM) and/or Certified Records Analyst (CRA) would be considered an asset;
• Experience in implementing governance of records management would be considered an asset;
• Excellent understanding of the Freedom of Information and Protection Act (FIPPA), Personal Health Information and Protection Act (PHIPA) and other related provincial or federal legislation and regulations;
• Knowledge of the Archives and Record Keeping Act (ARA) considered an asset;
• Excellent oral and written communication skills, in both official languages (English and French) is requirement for this position;
• Overall understanding of cybersecurity and risk management frameworks, specifically the technical and procedural controls for data storage, access management, Information Privacy & Information Security.

The official University hours of operation shall be from 9:00 a.m. to 4:30 p.m., Monday through Friday, during, and including, the months from September to April, and from 8:30 a.m. to 4:00 p.m Monday through Friday during and including May to August., amounting to thirty-three and three-quarter (33.75) hours per week.

Effective May 1, 2022 the Policy and Program on COVID-19 Vaccination are placed in abeyance. This means the Policy and Program on COVID-19 Vaccination are paused at this time; however, they are not canceled and could be reinstated at a future date if public health conditions warrant it, or through guidance from federal, provincial or local public health authorities. The evolution of the virus and the course of the disease activity are difficult to predict and it may be necessary to reinstate the Policy in full or in part, on short notice. When the Policy and Program on COVID-19 Vaccination are paused, persons entering Laurentian’s campus will no longer be required to provide proof of vaccination in order to attend campus.

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Applications will only be accepted through our online form.