Coordinator, Information Management

Canadian Air Transport Security Authority (CATSA); Ottawa; On-site; CAD 65,000 - 85,000; Full time

Job summary

CATSA seeks an Information Management Coordinator to deliver day-to-day IM services, ensuring quality and efficiency of corporate information. You will support policy development, maintain ERDMS/SharePoint, and manage lifecycle rules and access rights within a healthcare-like environment of information governance.

You will collaborate with cross-functional teams, plan meetings, and provide guidance on records management, classification, retention, and regulatory compliance to protect information

Qualifications

• Successful completion of college diploma in Records/Information Management or equivalent.
• Minimum of two years related work experience in records and information management providing front-line client services.
• Demonstrated experience with IM technology solutions, especially enterprise content management systems.
• Excellent knowledge of records and information management principles and practices.
• Experience in a records management environment including classification, retention and disposition.
• Experience in administering EDRMS and developing customized reports.
• Experience with SharePoint and Office 365 document management capabilities.
• Knowledge of Microsoft Active Directory.
• Experience planning meetings, trainings, and presentations.
• Ability to make recommendations to management and support to work units.
• Ability to analyze, classify, code, index and cross-reference documents.

Responsibilities

• Implements and assesses a functional file classification, retention and disposition programs for paper and electronic information and systems.
• Supports the development of IM policies, procedures and processes to meet legislative and operational needs.
• Maintains and supports ERDMS, Connexions/SharePoint, including libraries, Term Store and access rights.
• Maintains and supports file structure, classification and lifecycle rules in GRM tool.

Skills

Information Management

Enterprise content management

SharePoint knowledge

Active Directory

ERDMS administration

Office 365

Record lifecycle management

Analytical thinking

Customer service

Autonomy

Education

College diploma in Records/Information Management

Tools

ERDMS

Connexions/SharePoint

GRM (Gimmal Records Management)

Microsoft Office 365

Job description

The Canadian Air Transport Security Authority (CATSA) has 1 (one)exciting fixed-term opportunity up to December 31, 2027 within the Corporate Services branch at the CATSA HQ.

This position represents an opportunity for career-driven individuals seeking a position within an organization that inspires growth and promotes excellence to make a difference and contribute to CATSA’s unique culture as it strives to excel in air transport security.

Why is CATSA a great fit for you?

CATSA is a world leader in aviation security, mandated to protect the public by delivering security screening operations at 89 designated airports across Canada. As a Crown corporation, CATSA is accountable to Parliament through the Minister of Transport.

We champion innovation and creativity and offer a welcoming and inclusive workplace where employees can be their true selves and take pride in being part of a mission that matters.

If you are a motivated professional seeking a position within a multifunctional and collaborative environment and you are looking for the next great adventure, CATSA is the place for you!

Summary of responsibilities:

The Coordinator, Information Management, reporting to the General Manager, Corporate Security, Facilities and Information is responsible for providing day-to-day delivery and support of Information Management (IM) services, ensuring quality, control, and efficiency of corporate and operational information. The Coordinator, Information Management performs all other duties and responsibilities related to the position as required.

Key Tasks and Responsibilities:

• Implements and assesses a functional based file classification scheme, retention and disposition programs for paper and electronic information as well as information contained in systems.

• Supports the Senior Advisor, Information Management in the development of CATSA’s IM policies, procedures and processes to accommodate legislative and operational changes and business requirements.

• Maintains and supports CATSA’s Electronic Records and Document Management System (ERDMS), Connexions (SharePoint), including but not limited to libraries, Term Store, Content Type Hub and management of all access rights.

• Maintains and supports the file structure, classification and lifecycle rules in the Gimmal Records Management (GRM) tool.

What you need to succeed

To qualify for the position, you must have:

• Successful completion of college diploma in Records/Information Management or a combination of education, training and work experience relevant to the position.

• A minimum of two (2) years related work experience in records and information management providing front-line client services.

• Demonstrated experience with Information Management technology solutions, specifically enterprise content management systems.

• Excellent knowledge of records and information management principles and practices.

• Experience working in a records management environment including at least one of the following:

  o The development/implementation and assessment/evaluation of file classification systems.

  o The interpretation and application of retention and disposition programs.

  o The interpretation and application of IM/RM legislation and regulations.

  o The development and implementation of information/record related projects including improvement projects at the corporate and work unit level;

• Experience in the administration of EDRMS, including the development and implementation of customized reports.

• Experience with Microsoft Office 365 and SharePoint, especially with regard to its document management capabilities.

• Knowledge of Microsoft Active Directory.

• Experience planning and facilitating meetings, presentations, training sessions and workshops.

• Experience preparing recommendations to management.

• Experience providing information and support to individuals and work units.

• Experience analyzing, classifying, coding, indexing and cross-referencing subject content of documents.

This position is best suited to individuals with the following skills and abilities:

• Strong analytical and problem-solving skills, with the ability to assess information, interpret requirements and recommend practical solutions

• Strong attention to detail.

• Demonstrates the ability to work autonomously, exercise sound judgement, prioritise competing demands, and make appropriate decisions within established authorities and guideline

• Ability to exercise a high degree of professionalism and discretion.

• Strong interpersonal communication skills with a customer service focus.

• Ability to work effectively in a team environment.

• Advanced communication skills (verbal and written) in English.

• Strong client-service orientation.

• Ability to anticipate needs and articulate solutions to those needs.

• Ability to communicate effectively, both orally and in writing.

• Ability to work independently as well as have strong teamwork skills.

• Ability to multi-task and identify priorities utilizing strong organizational skills.

• Ability to troubleshoot and provide recommendations.

Valuable skills include:

• Knowledge of CATSA's mandate and priorities, as well as an awareness of relevant legislation affecting CATSA.

• High degree of computer literacy, with an aptitude for learning new technology.

• In-depth knowledge of related sections of the Library and Archives Canada Act, Copyright Act, National Library Act, Official Languages Act, and sections of the Access to Information Act and the Privacy Act.

• Knowledge and experience with creating forms using Adobe.

• Training and/or experience with workflow analysis and design in the context of recordkeeping or information flows is an asset.

Specific work requirements:

• Language Profile: BBBB;

• Ability to obtain and maintain a Secret security clearance;

Additional information:

• Please note that candidates that meet all the position requirements, including the language profile, will be given first consideration however, we invite all interested candidates to submit their applications;

• While we appreciate all the candidates’ interest, only those being considered in the process will be contacted;

• CATSA will use this opportunity to establish a candidate pool that may be used to staff permanent or fixed-term positions with similar responsibilities and qualifications;