Senior Investigation Specialist

University of Waterloo•Waterloo, ON

1d•CA$80,248 - CA$100,310•Onsite

About The Position

The Senior Investigations Specialist (SIS) reports to the Director, Conflict Management Office (CMO) and serves as the University of Waterloo’s senior subject-matter expert responsible for leading and conducting complex and institutionally sensitive investigations within the University of Waterloo community. These investigations involve internal complaints of sexual violence, human rights violations, workplace harassment and discrimination, and other forms of interpersonal conflict involving students, staff, faculty members, and unionized employees. Exercising a high degree of professional independence and discretion, the SIS is responsible for the end-to-end management of investigations that carry significant legal, reputational, safety, and institutional risks. The role requires the application of advanced investigative expertise, sound judgement, and trauma-informed practice to ensure processes are fair, impartial, and responsive to the needs of all parties, while upholding the integrity of the University’s policies and procedures. The SIS ensures that investigative practices comply with applicable legislation, collective requirements, and institutional and policies, and that they meet principles of procedural fairness and natural justice. The incumbent is responsible for assessing and managing risk throughout the investigation lifecycle, including determining appropriate investigative scope, methodology, and timelines fand for producing defensible findings and recommendations that may have significant organizational and individual impact. In addition, the SIS plays a critical advisory role in supporting University leaders in fulfilling institutional due diligence and governance responsibilities. In collaboration with the Director, CMO, the SIS provides procedural guidance, risk-informed advice (including recommendations regarding interim and protective measures), and expert input on appropriate and proportionate investigative pathways, particularly in matters involving heightened vulnerability, power imbalances, or intersecting legal and policy considerations.

Requirements

University degree in a relevant discipline (e.g., law, human rights, labour relations, public administration, social sciences) or an equivalent combination of education and progressively responsible experience
Training in trauma informed practice, or a demonstrated commitment to completing trauma informed training upon appointment.
Minimum of three to five (3-5) years of progressively responsible experience conducting investigations within a large, complex, and decentralized organization, involving allegations of interpersonal misconduct such as harassment, discrimination, and sexual violence.
Demonstrated experience in all of the investigative lifecycle, including evidence management, investigative interviewing, procedural determinations, application of procedural fairness and natural justice principles, decision making, and preparation of comprehensive, defensible investigation reports.
Demonstrated experience applying trauma-informed approaches in investigative or related professional contexts, with the ability to balance compassion, neutrality and procedural rigor
Advanced knowledge and demonstrated application of procedural fairness, natural justice, and evidence management principles, including the application to complex investigations and the preparation of clear, defensible investigation reports.
Exceptional investigative interviewing skills, demonstrated through a professional, objective, and trauma-informed approach that balances compassion with neutrality and rigor.
Strong knowledge of applicable legislation, including the Ontario Human Rights Code, the Occupational Health and Safety Act, and related statutory frameworks; knowledge of University policies, guidelines, and collective agreement provisions is an asset.
Demonstrated attention to detail and accuracy, with the ability to manage complex information and produce reliable, high-quality work under sensitive and high-risk conditions.
Superior written communications skills, with the ability to analyze, organize and present complex and sensitive information in a clear, concise and meaningful manner for a range of audiences, including senior leaders and external adjudicative bodies.
Exceptional decision-making and analytical abilities, enabling sound procedural determinations, accurate evidence assessment, and fair defensible investigative outcomes.
Highly developed oral communication skills, particularly in investigative interviews and client advisory contexts, with the ability to explain complex processes clearly and to engage effectively with diverse parties.
Exceptional organizational and preparation skills to plan and conduct thorough, structured interviews and investigative activities while responding appropriately to vulnerability, power imbalances, and emotional complexity.
A clear vulnerable sector check is required

Nice To Haves

Graduate degree in a related field is an asset, particularly where it supports advanced understanding of administrative law, procedural fairness, labour relations, or human rights.
Experience within a post-secondary education setting is an asset.
knowledge of University policies, guidelines, and collective agreement provisions is an asset.

Responsibilities

Assesses and determines the appropriate institutional response pathway for complaints, including internal investigation, referral to external investigator, and/or referral to other University processes, in collaboration with the Director, CMO.
Advises internal clients on statutory and regulatory obligations that impact formal investigative processes, including obligations arising under applicable legislation and University policy frameworks.
Identifies and facilitates referrals to internal and external resources (e.g. Special Constable Services or other specialized supports) where applicable, to enhance investigative effectiveness, address safety concerns, or ensure a more suitable or proportionate response.
Assesses jurisdictional and procedural complexity in matters engaging multiple policy regimes, collective agreements, and legislative requirements including but not limited to the Occupational Health and Safety Act (OHSA), the Human Rights Code, the Freedom of Information and Protection of Privacy Act (FIPPA), and the Criminal Code.
Identifies matters presenting elevated safety, reputational, legal or institutional risk and provides expert advice on interim and risk mitigation measures, including protective or precautionary actions, to support the University’s due diligence obligations.
Conducts formal prima facie and case assessments to determine whether there is a reasonable basis to proceed with a formal investigation or other institutional process, exercising independent professional judgement and discretion.
Undertakes preliminary inquiries with relevant parties and University offices to inform case assessments, clarifying jurisdiction, and identify applicable policy, collective agreement, and legislative considerations.
Prepares comprehensive prima facie and case assessments reports for internal clients and decision-makers, documenting analysis, findings, and recommendations regarding appropriate procedural next steps.
Meets with complainant(s) and the respondent(s) to explain applicable policies, procedures, statutory requirements, and available resources and resources, using a trauma-informed, impartial, and respectful approach that promotes understanding and procedural fairness.
Ensures respondents are informed of the allegations in a timely and appropriate manner and are provided with a reasonable opportunity to respond, in accordance with principles of natural justice and institutional policy.
Advises decision-makers and senior leaders on procedural options, investigative scope, and interim or precautionary measures, providing risk-informed guidance to support institutional due diligence, safety, and governance obligations.
Leads complex, high-risk, and multi-party investigations involving students, staff and faculty members, and unionized employees, including matters that span departments, bargaining units, and academic and non-academic environments.
Develops and executes investigation plans that define scope, identify disputed allegations and relevant facts, determine appropriate methodology, and identify potential sources of evidence, exercising sound judgement and discretion throughout the investigative process.
Obtains, analyzes, and security manages evidence from a wide range of sources, including witness interviews and documentary, digital, and other physical evidence, ensuring findings are impartial, balanced, and defensible.
Applies University policies, collective agreements, and principles of natural justice and fair process when collecting, assessing and weighing evidence, ensuring findings are impartial, balanced, and defensible.
Manages investigative timelines and is accountable for the timely progression of investigations, proactively identifying and addressing factors that may result in procedural delays.
Provides regular, appropriate updates to internal clients, complainant(s), respondent(s) and their designated support persons, balancing transparency with confidentiality, fairness, and the integrity of the investigative process.
Prepares comprehensive, well-reasoned and defensible final investigation reports for presentation to the client that clearly set out the allegations, investigative methodology, evidence considered, procedural matters, credibility assessments, findings of fact, and policy analysis.
Ensures investigation reports are written to a professional standard suitable for reliance in arbitration, grievance, internal and external tribunals, and litigation, recognizing the potential for significant institutional and individual impact.
Notifies all parties (including witnesses) of the conclusion of the investigation and the submission of the final report, in accordance with applicable policies and procedures.
Respond to post investigation inquiries from internal client and, where appropriate, communicates investigation outcomes to complainant(s), respondent(s), and other relevant parties, in accordance with University policy, confidentiality requirements, and principles of procedural fairness.
Provides expert recommendations to internal clients and decision-makers on matters of concern identified through investigations, including considerations related to policy compliance, risk mitigation, and organizational response.
Ensures the secure retention, management, and destruction of all investigative records and materials in accordance with departmental records management, privacy, and retention requirements, recognizing the potential for future legal, labour relations, or governance proceedings.
Represents and supports the University in post-investigation processes, and makes themselves available to participate in or support subsequent proceedings arising from investigations and its findings, including arbitration, grievance processes, and proceedings before external bodies such as the Ontario Human Rights Tribunal.
Identifies emerging trends, systemic issues, or recurring risk factors observed across investigations and provides analysis and insight to the Director, CMO to inform institutional risk mitigation strategies, policy refinement, and continuous improvement initiatives.
Maintains thorough, accurate, and complete records of all case management and investigative activities, ensuring documentation is clear, defensible, and consistent with legal, policy, and records-management requirements.
Monitors and evaluates the effectiveness of the internal investigation process on an ongoing basis, identifying procedural gaps, risks, or areas of improvement, which is reported to the Director, CMO.
Applies and upholds established investigative procedures, templates, and decision -making criteria to ensure investigations are conducted consistently, fairly, and transparently, while exercising professional judgement in complex or non-standard matters.
Maintains awareness of all relevant legislation, policies and enhancements to investigatory practices.