Records Specialist, Office of the Vice Dean, Education

University of British Columbia - Staff; Vancouver; On-site; CAD 60,000 - 80,000; Full time

Job summary

A prominent Canadian university is seeking a Records Specialist to lead electronic records management and ensure compliance within its Faculty of Medicine. This role involves supervision of the Administrative Coordinator and management of sensitive information. Candidates should possess an undergraduate degree and relevant experience, particularly in records management. This position offers opportunities for professional growth in a dynamic educational environment.

Qualifications

• Minimum of two years of related experience, or equivalent education and experience.
• Experience with records management policies and best practices is an asset.

Responsibilities

• Lead electronic records management for the Office of the Vice Dean, Education.
• Supervise the Administrative Coordinator and ensure effective operations.
• Manage FIPPA requests and advise on compliance.

Skills

Integrity

Confidentiality

Time Management

Analytical Skills

Leadership

Education

Undergraduate degree in a relevant discipline

Tools

MS Office Business Productivity Tools

Job description

Staff - Non Union Job Category M&P - AAPS Job Profile AAPS Salaried - Administration, Level A Job Title Records Specialist, Office of the Vice Dean, Education Department Education Administrative Support | Office of Education | Faculty of Medicine Compensation Range $5,791.00 - $8,323.42 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date October 16, 2025

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date Ongoing

This position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University.

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

JOB SUMMARY

The Records Specialist, Office of the Vice Dean, Education (OVDE) is responsible for leading electronic records management for the OVDE within the UBC Faculty of Medicine (FoM) and ensuring adherence to UBC policies and legal/regulatory requirements, including the Freedom of Information and Protection of Act (FIPPA), information security, and UBC Records Management policy. In addition, the position provides direct supervision of the Administrative Coordinator and holds primary accountability for the FoM Curriculum Pathways portfolio. The Records Specialist is also responsible for leading, coordinating the development, management, implementation, and evaluation of a variety of one-time, annual, or ongoing projects or initiatives within the OVDE portfolio within UBC Faculty of Medicine (FoM).

The position will support a wide range of education initiatives and often will deal with highly confidential and sensitive material and matters. A high level of integrity is required in maintaining confidentiality and the incumbent must be comfortable working in areas of ambiguity, challenge, and change.

The position will be based at Djavad Mowafaghian Centre for Brain Health. The incumbent will be required to work flexible hours (some evenings and weekends) with occasional travel to other sites (e.g., Gordon and Leslie Diamond Health Care Centre) to manage project activities within the OVDE.

ORGANIZATIONAL STATUS

Vision: Transforming Health for Everyone

The Office of the Vice Dean, Education (OVDE) provides strategic and operational leadership and support for the Faculty of Medicine’s education portfolio. The OVDE supports education programs and service units in the FoM across the province, fostering strong partnerships to ensure educational initiatives are effective, innovative, and aligned with provincial needs.

The OVDE is responsible for multiple annual education budgets and for providing critical support and guidance to all educational programs offered within the Faculty of Medicine at all sites across British Columbia: MD Undergraduate Program (MDUP) (in partnership with the Island Medical Program (IMP) in the University of Victoria, Northern Medical Program (NMP) in the University of Northern British Columbia, and in the Southern Medical Program in the UBC Okanagan), Postgraduate Medical Education (PGME), Health Profession (HP) programs, Graduate and Postdoctoral Education, Continuing Professional Development, Faculty Development, Vancouver Summer Program, and all other educational support units that support the teaching and education delivery of the Faculty of Medicine undergraduate, graduate and postgraduate programs. Additionally, this position interacts regularly with members of the Education portfolio, the Office of the Dean, UBC Faculty of Medicine, UBC Central, and external agencies.

WORK PERFORMED

Records Management

• Lead the development and implementation of records management frameworks, including file plans, retention schedules, metadata standards, and Electronic Document and Records Management System (EDRMS) configurations tailored to the needs of the Office of the Vice Dean, Education (OVDE); Ensure frameworks align with UBC policies, professional standards, and regulatory obligations.
• Establish and oversee systems for managing records throughout their lifecycle, both physical and digital formats, in alignment with professional standards, best practices, and UBC policies; Evaluate system effectiveness and drive continuous improvements in alignment with institutional policies and best practices.
• Manage and advise on Freedom of Information and Protection of Privacy (FIPPA) requests for the OVDE, providing expert guidance to UBC FoM departments, schools, programs, and units; Ensures compliant retrieval of records and advises faculty and staff on privacy confidentiality best practices.
• Oversee the management and delivery of central FoM records and data in support of accreditation reporting across all education programs; ensure institutional readiness by establishing processes that produce accurate, complete, and compliant submissions aligned with accrediting and regulatory standards.
• Oversees and enforces compliance with UBC’s Records Management and Information Security policies, providing expert advice on risk mitigation; lead OVDE’s readiness for internal reviews and external audits by ensuring recordkeeping is accurate, accessible, and policy-compliant.
• Analyze records management data and trends to inform strategic decision-making, identifying risks, and recommend policy or system enhancements; Prepares high-level reports and visual summaries for internal and external requests.
• Governs records management procedures to ensure alignment with UBC policy; Implements a continuous improvement process by evaluating procedural effectiveness, incorporating feedback from interested parties, and advancing institutional practices.
• Provide training and guidance to team members within the OVDE on records management procedures, including file classification, retention schedules, secure handling, and use of electronic records systems to ensure consistency and compliance with university policies.
• Governs the OVDE’s standard operating procedures (SOPs)by ensuring documentation integrity, policy alignment, and change management processes; Leads version control frameworks and ensure timely, compliant updates.

FoM Curriculum Pathways Portfolio

• Provides direct supervision and leadership of the Administrative Coordinator, including assigning tasks, monitoring workload, setting priorities, reviewing performance and supporting training and professional growth. Ensures continuity of the FoM curriculum pathway portfolio operations through effective oversight of priorities.
• Accountable for the overall curriculum pathways portfolio and responsible for its oversight and management in the absence of the Administrative Coordinator.

Project Management

• Leads the planning of projects or education initiatives, assigned by OVDE senior leadership by defining the scope of work and deliverables that will produce the intended outcome, and by estimating time and resource requirements. Efficiently oversees the flow of changes as a result of the project or education initiative, in ensuring they are executed effectively and align with the Faculty’s goals. Utilizing problem-solving skills to address and resolve concerns related to change, maintaining harmony and alignment with education portfolio objectives.
• Manages and facilitates project meetings, with a focus on tracking decisions and action items for, follows up on action items and deliverables to ensure completion keeps the project on track and focused on achieving the intended outcome.

General

• Develops positive and productive working relationships and manages day-to-day communications with all partners.
• Performs other duties as required to meet the operational needs of the OVDE.

CONSEQUENCES OF ERROR

Consistent with the Faculty’s Professional Standards document, the Faculty is committed to the highest level of professionalism in all interactions. This position requires judgment, critical thinking, tact, discretion, and initiative to an outstanding degree, especially in handling matters of non-routine nature requiring the interpretation of University and Faculty guidelines, procedures, and policies. The Office of Vice Dean, Education (OVDE) routinely deals with sensitive and high priority issues. Tact and discretion in dealing with confidential and sensitive matters is paramount. Errors in judgment with internal and external constituents could have a negative impact on the OVDE, the Faculty, and the University resulting in legal action, negative public relations, financial costs, and loss of credibility.

Work must often meet tight deadlines and requires the incumbent to perform well under extreme pressure. The incumbent is expected to respond well to unexpected circumstances and exercise independent judgment. The incumbent must demonstrate exceptional public relations and interpersonal skills in dealing with the government, high profile members and senior administration of the university community. Inappropriate or errant communications of sensitive issues could have a serious impact on operations and have legal implications.

SUPERVISION RECEIVED Reports directly to the Senior Manager, Office of the Vice Dean, Education (OVDE).

Works independently under broad directions and minimum guidelines. Work is reviewed in terms of sound management practice and effective achievement of specific objectives.

SUPERVISION GIVEN

Provides direct supervision to the Administrative Coordinator and on an as needed basis provides work direction to other administrative staff, student staff, and student volunteers within the OVDE.

MINIMUM QUALIFICATIONS

Undergraduate degree in a relevant discipline. Minimum of two years of related experience, or the equivalent combination of education and experience.

• Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
• Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

PREFERRED QUALIFICATIONS

• Experience working in the Faculty of Medicine with an understanding of the faculty’s complexities and nuances, including knowledge of the Faculty of Medicine and University policies, procedures, education program governance, and administrative systems.
• Knowledge of, or experience with, UBC records management policies, guidelines, best practices, and standards is considered an asset.
• Knowledge of the principles, legislation, and best practices of records management systems, including the Freedom of Information and Protection of Privacy Act (FIPPA) is considered an asset.
• Ability to apply records management principles and practices in an electronic environment and adapt to evolving technologies.
• Ability to exercise tact, discretion, and sound judgement when handling confidential or sensitive information, and in interactions with senior leadership, administrators, and external agencies.
• Strong time management and organizational skills, with the ability to prioritize competing demands, work under pressure, and meet tight deadlines while maintaining a high level of accuracy and attention to detail.
• Excellent written and verbal communication skills, including the ability to write clearly for various audiences and deliver effective presentations.
• Ability to make informed decisions, remain adaptable and flexible in changing environment, and respond constructively to shifting priorities.
• Effective leadership and public speaking skills, with the ability to guide and support colleagues and relevant parties.
• Ability to work independently and collaboratively in a team-based environment.
• Ability to build and maintain collaborative working relationships with individuals from diverse backgrounds and roles.
• Strong analytical and problem-solving skills, including the ability to interpret data, assess implications, and provide clear, actionable recommendations.
• Ability to take ownership of ambiguous or undefined projects and initiatives, providing structure, direction, and follow-through to drive them to successful completion.
• High proficiency in current versions of MS Office Business Productivity Tools and the ability to learn and adapt to new operating systems, software, and tools.

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