25AE05 - Administrative Officer, Freedom of Information, Privacy & Records Management - Guelph [...]

Upper Grand District School Board; Guelph; Hybrid; CAD 85,000 - 103,000; Full time

Job summary

A local educational board in Guelph is seeking an Administrative Officer for Freedom of Information Privacy & Records Management. This full-time role supports records management systems and ensures compliance with FOI regulations. The ideal candidate should have a strong background in information management and privacy, with a post-graduate certificate in a relevant field. A competitive salary is offered, ranging from $85,300 to $102,283 annually.

Qualifications

• Minimum of three (3) years experience with MFIPPA or related access and privacy legislation.
• Ability to organize and coordinate multiple tasks with research skills.
• Knowledge of Records and Information Management practices.

Responsibilities

• Support systems for records management and FOI compliance.
• Collaborate with Governance & Board Services for legislative adherence.
• Prepare FOI correspondence and maintain tracking databases.

Skills

Information Management

Privacy

Records Management

Microsoft Office

Research Skills

Communication Skills

Education

Post Graduate Certificate in Information Management Privacy and Access

Post-secondary education in related discipline

Tools

Microsoft Office

Google Workspace

Adobe Acrobat Pro

Records Management Software

Job description

Overview

Job Code: 25AE05

Position: Administrative Officer Freedom of Information Privacy & Records Management

Board: Upper Grand District School Board (UGDSB)

Classification: Administrative Employees

CAREER OPPORTUNITY

Administrative Officer, Freedom of Information Privacy & Records Management. This is a permanent full-time position commencing as soon as possible.

About the UGDSB

The UGDSB employs a team of approximately 4000 dedicated staff who serve more than 35,000 students across 65 elementary and 11 secondary schools, as well as continuing education and adult learning centres in the counties of Dufferin Wellington and the City of Guelph. The UGDSB acknowledges the ancestral and treaty lands of the Mississaugas of the Credit, the Six Nations of the Grand River, and Saugeen Ojibway Nation.

The UGDSB is committed to supporting student achievement and well-being through a strong learning community. Our employees are empowered to contribute in meaningful ways to the success of our students and the organization.

The Opportunity

Location: Guelph Board Office. Blended (remote / in-person) work model may be provided as per UGDSB Blended Work Model Non School Based Staff Operating Procedure.

Hours of work / FTE: 1.0 FTE; 40 hours per week

Salary Range: $85,300 to $102,283 per year (wage rate effective September 1, 2025)

Board Information: 12 months; permanent full-time; Administrative Employees

Responsibilities

• Support systems and procedures for records management, privacy, and FOI compliance
• Collaborate with Governance & Board Services to ensure legislative adherence
• Monitor and escalate changes in provincial / federal legislation affecting records
• Maintain and update records retention schedules and support lifecycle management
• Act as primary contact for records privacy and FOI inquiries and guidance
• Provide first-level support to schools for OSR and student record compliance
• Administer transcript requests and support OCAS portal services
• Coordinate offsite storage retrieval and destruction of records
• Develop and deliver training materials for staff onboarding and annual refreshers
• Process FOI requests: search records, assess sensitivity, liaise with stakeholders
• Prepare FOI correspondence, reports, and maintain tracking databases
• Update privacy policies and contribute to policy development across departments
• Ensure proper privacy consents, notices and third-party agreements
• Investigate privacy breaches and complaints in collaboration with departments
• Participate in software vetting to ensure privacy and data security compliance
• Track and report FOI requests, privacy breaches, and complaints
• Coordinate MFIPPA compliance including formal access requests and appeals
• Manage fee collection / reporting
• Liaise with vendors for shredding and offsite storage; support RFPs and contracts
• Perform other duties to support professional growth and organizational needs

Experience and Qualifications

• Post Graduate Certificate in Information Management Privacy and Access or post-secondary education in Business Information Management, Public Administration, Law, or a related discipline is required
• Minimum of three (3) years experience with MFIPPA or related access and privacy legislation
• Certified (as available) in one or more of: Certified Records Manager, Certified Records Analyst, Ontario Association of School Board Officials (OASBO) Privacy and Information Management Certificate, or Certified Information Privacy Professional / Canada (CIPP/C)
• Experience in a unionized / school board / public sector organization
• Ability to organize and coordinate multiple tasks or projects with research and problem-solving skills
• Strong attention to detail and ability to work under pressure to meet deadlines
• Excellent written and verbal communication and presentation skills
• Knowledge of Records and Information Management practices and implementing a Records Management Program
• Knowledge of MFIPPA, PHIPA, and PIPEDA
• Experience in a computerized environment with proficiency in Microsoft Office, Google Workspace, Adobe Acrobat Pro, databases of student records, records management software, and website content updates

Application Details

Internal Applicants: Internal candidates (current UGDSB employees) are invited to email their cover letter and resume in PDF format to [email] specifying Job Code 25AE 05 in the subject line no later than 4:00 p.m. on September 8, 2025.

External Applicants: Applications from external candidates are accepted exclusively through Apply To Education. To submit your application, click the Apply button at the top of the page or visit [URL] no later than 4:00 p.m. on September 8, 2025.

Please note: An original Vulnerable Sector Check (VSC) must be provided prior to commencement of employment (if the successful candidate is external). The VSC must be dated within 6 months of the start date of employment. For further information refer to the UGDSB Criminal Record Check requirements.

Inclusive Recruitment & Hiring

Employment Equity

The UGDSB is committed to disrupting systemic racism and oppression in all forms. We strive to build a diverse staff reflective of and adding value to the community and students served. We actively encourage applications from groups that have historically faced marginalization, including but not limited to:

• First Nations, Inuit, and Métis peoples and all Indigenous peoples
• Persons of marginalized sexual orientations, gender identities, or gender expressions
• Groups experiencing discrimination based on race, ancestry, ethnicity, colour, religion, or place of origin
• Persons with visible and/or invisible disabilities

UGDSB is committed to equity, diversity, and inclusion. For more information, visit Safe, Equitable and Inclusive Schools.

Accommodation & Accessibility

We seek applicants with a wide range of abilities and provide an accessible candidate experience. If you require accommodation at any phase of the recruitment process, please contact us.

August 27, 2025

Required Experience: Unclear Seniority

Key Skills: Information Management, Privacy, Records, Computer Software

Employment Type: Full-Time

Experience: years

Vacancy: 1

Yearly Salary: 85300 - 102283