Coordinator, Privacy & Records Management

Canadian Medical Protective Association • Ottawa, ON

11d • $59,400 - $69,000 • Hybrid

About The Position

Privacy and Records Management (PRM) is a department within the Technology, Analytics and Privacy portfolio at the CMPA. The department provides governance oversight for privacy, records and information management, and artificial intelligence. The Privacy Office takes an integrated approach to privacy by embedding privacy education, principles, and practices across the organization. Its responsibilities include managing personal information, assessing privacy risks, responding to information requests, conducting investigations, and ensuring compliance with legislative requirements. In addition, PRM is responsible for the governance framework for artificial intelligence, including program planning and the processes for AI risk assessment. Records and Information Management (RIM) ensures that business information is properly captured, classified, managed, and disposed of in accordance with approved retention schedules. The department also includes the Library and Archives, which provide access to published and unpublished materials, research services, and educational outreach to support organizational information literacy. In addition, PRM is responsible for the governance framework for artificial intelligence, including program planning and the processes for AI risk assessment.

Requirements

• Two or three-year certificate or diploma program in a related field (i.e. Information Management, Business Administration, etc.)
• A minimum of 2 years of experience providing administrative and/or program coordination support to a fast-paced organization or team
• Demonstrated experience working within a high volume, deadline/emergency driven environment
• Experience with various databases, electronic document management systems, and client relationship management systems
• Demonstrated experience with Microsoft Office Suite, calendars, mail and courier systems
• Experience with agenda preparation and minute taking
• Ability to work independently, take initiative, and use sound judgment to make decisions
• Experience in handling confidential and sensitive information and communicating clear messages internally and externally with an ability to maintain strict confidentiality and discretion
• Proven organizational skills with the ability to determine and deal with multiple and/or competing priorities in a timely manner
• Adaptable, flexible, and the ability to learn new applications and programs quickly
• Highly effective communication skills (written and verbal) with the ability to interact with a high degree of professionalism with various levels of an organization as well as external stakeholders
• Ability to foster collaborative working relationships with other business units (Contracts, IT, Finance, etc.)
• Proactive, strong sense of urgency, and able to anticipate administrative needs
• Detail-oriented with exceptional analytical and problem-solving skills

Nice To Haves

• Knowledge of privacy principles, processes, and legislative requirements considered a strong asset
• Bilingualism (English/French) an asset

Responsibilities

• Provides administrative support to the Privacy and Records Management department
• Monitors privacy inbox and tracks all activity for statistics and trending purposes
• Assesses and processes privacy requests, breaches, and complaints ensuring proper escalation, response, and follow-up as necessary
• Creates and follows workflow processes and procedures to ensure consistent and continuous end-to-end program support
• Liaises with the Chief Privacy Officer, Manager, Privacy & Records Management, Privacy Leads, and General Counsel when responding to privacy requests and breaches
• Maintains business process integrity through timely and accurate entry into the CRM (Client Relationship Management) application and electronic filing system to capture details regarding privacy requests
• Prepares documentation and correspondence that is often time sensitive and confidential
• Tracks expenses in financial system and monitors budgets
• Assists with updating policies, procedures, and related documentation
• Actively monitors the privacy portal pages and routinely updates with new privacy content such as FAQ’s, procedures, contact information, etc.
• Coordinates meetings and activities for the Privacy Operations Group, RIM, and ad hoc meetings including minute taking and distribution
• Coordinates logistics for in person or virtual events
• Organizes and edits corporate documentation such as Decision Support Sheets (DSS), committee work plans, quarterly and annual reports, etc.
• Coordinates and schedules mandatory training for privacy and records management, monitors module completion, tracks attendees, and distributes materials and surveys
• Participates in projects by attending project meetings, tracking activity, and preparing reports

Benefits

• The CMPA is an equal opportunity employer and is committed to being responsive to those living with disabilities and strives to prevent and remove barriers to accessibility. The CMPA will provide support and accommodation in its recruitment processes to applicants living with disabilities. If you are invited to participate in an interview and/or skills assessment and have accommodation needs, please let us know.
• Equity, diversity, and inclusion (EDI) is a key priority, and we actively strive to build a culture of inclusion where employees can be their authentic selves and are valued for their diverse experiences and perspectives.
• We welcome and encourage candidates from diverse backgrounds and a variety of lived experiences to apply.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree