Specialist, Information Management

OMERS / Oxford Properties Group; Toronto; Hybrid; CAD 70,000 - 90,000; Full time

Job summary

A major Canadian pension plan is seeking an Information Management Specialist to help modernize information governance and ensure compliance with data management standards. Responsibilities include developing policies, managing records, and training staff on best practices. The ideal candidate will have a degree in Archives or Information Studies and 3-5 years of relevant experience. Strong communication skills and knowledge of SharePoint are also crucial. The position is hybrid, requiring 4 days in the office per week.

Benefits

Flexible hybrid work model

Inclusive employee resource groups

Employee recognition programs

Qualifications

• 3-5 years of experience in records or information management.
• Ability to design and develop file plans for records.
• Experience with records analysis and content migration.

Responsibilities

• Modernize information governance practices.
• Provide training on records management.
• Oversee records lifecycle management processes.

Skills

Strong communication skills

Knowledge of records/data retention

Attention to detail

Ability to learn technical concepts

Education

Degree in Archives or Information Studies

Professional certification (e.g., CRM, IGP)

Tools

SharePoint

Microsoft Purview Retention Labels

Job description

Choose a workplace that empowers your impact.

Join a global workplace where employees thrive. One that embraces diversity of thought, expertise and experience. A place where you can personalize your employee journey to be — and deliver — your best.

We are a purpose-driven, dynamic and sustainable pension plan. An industry leading global investor with teams in Toronto to London, New York, Singapore, Sydney and other major cities across North America and Europe. We embody the values of our 600,000+ members, placing their best interests at the heart of everything we do.

Join us to accelerate your growth & development, prioritize wellness, build connections, and support the communities where we live and work.

Don’t just work anywhere — come build tomorrow together with us.

Know someone at OMERS or Oxford Properties? Great! If you're referred, have them submit your name through Workday first. Then, watch for a unique link in your email to apply.

We are looking for a motivated Information Management Specialist to join the dynamic Value Management Risk and Governance team within OMERS Data and Technology.

Job Summary

Reporting to the Manager, Enterprise Information Management, this role plays a key part in modernizing OMERS information governance practices and enabling enterprise-wide compliance with data retention and records management standards. This will include :

Participating in the modernization of information management at OMERS by supporting the implementation of retention capabilities in SharePoint using Microsoft Purview Retention labels and policies

Delivering advisory services, training, and enablement on Information and Records Management to employees across the organization

Overseeing business as usual processes including facilitating records disposition signoffs and lifecycle management for our external sharing sites

Work in partnership with the Data Risk & Compliance Team to document and develop policies, procedures and technical documentation to support the broader Data and Technology Department

To be successful in this role, you will develop and nurture strong relationships with key partners (including Technology Teams, Risk, Privacy, Cybersecurity, Internal Audit, Compliance) and OMERS Business Units to enable information management solutions in alignment with applicable laws, regulations, industry standards and best practices which govern the handling of records and data.You will also develop, implement, and maintain key processes and controls for complying with those requirements, such as data retention and disposition processes. In doing so, you will directly strengthen our compliance practices and help optimize the ability of data to support a diverse array of global business functions.

As a member of this team, you will be responsible for :

Participating in enterprise-wide services to operationalize retention and disposition policies / labels on platforms such as Microsoft 365 Online (Exchange Online, OneDrive, SharePoint & Teams)

Participating in content clean-up initiatives with various business functions in the organization, providing guidance on content clean-up and migration best practices

Working with business functions to design and develop file plans (information architectures) that will serve as Official Record Repositories

Creating educational materials and best practices such as SharePoint & Teams Site usage best practices

Driving a culture of compliance and innovation by delivering records and information management related training , awareness, and enablement programs.

Support broader team initiatives including the development of policies and procedures and updates to the Enterprise Data Retention Schedule

To succeed in this role, you have :

Degree or diploma in Archives, Information Studies, Library and Information Science, Information Technology Management, Law, Compliance or Policy Management AND / OR relevant professional certification, such as Certified Records Manager (CRM), Certified Records Analyst (CRA), Information Governance Professional (IGP) or Certified Information Professional (CIP).

3-5 years of experience working in the records management or information management space with hands-on exposure to building records inventories, undertaking record analysis and clean-up, designing folder structures and educating stakeholders on policy requirements

Good understanding of records / data retention, disposition, legal holds, archival preservation, content management systems and information governance standards and best practices

Demonstrated excellence in written communication, with a strong ability to distill complex technical concepts into clear, accessible language for policies, standards, and supporting documentation

Strong willingness and independent attitude in learning new things, including advancing technical expertise

Experience with SharePoint and Microsoft Purview Retention Labels (or other similar records management applications) is an asset

Experience in the Finance, Pensions, Investments or Commercial Real Estate sectors is an asset

We believe that time together in the office is important for OMERS and Oxford, the strength of our employees, and the work we do for our pension members. In delivering on our pension promise, keeping us connected to our work and each other,our flexible hybrid work guideline requires teams to come into the office 4 days per week.

As one of Canada’s largest defined benefit pension plans, our people-first culture is at its best when our workforce reflects the communities where we live and work — and the members we proudly serve.

From hire to retire, we are an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process that extends all the way through your employee experience. This sense of belonging and connection is cultivated up, down and across our global organization thanks to our vast network of Employee Resource Groups with executive leader sponsorship, our Purpose@Work committee and employee recognition programs.

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