Specialist, Privacy

University of Ottawa; Ottawa; On-site; CAD 80,000 - 110,000; Full time

Job summary

University of Ottawa is seeking a Specialist, Privacy to advance the privacy management program across faculties and administrative units. The role involves applying privacy analysis, advising on legislation, and coordinating privacy impact assessments and incident handling.

You will work with IT, legal, and research stakeholders to embed privacy requirements early in contracts and systems, while preparing reports and supporting staff training on privacy practices across the university.

Qualifications

• Jurisprudence and privacy law knowledge as applicable to FIPPA/PHIPA and information access.
• Legal and policy interpretation to support compliant decision-making.
• Experience with privacy or information governance programs is preferred.

Responsibilities

• Provide privacy advice on interpretation of privacy legislation and policies to university units.
• Coordinate Privacy Impact Assessments for new or modified initiatives and document risks.
• Develop and maintain privacy policies, standards, procedures, and guidance.
• Collaborate with IT, procurement, legal, and researchers to embed privacy requirements in systems and contracts.
• Coordinate privacy incident management and investigations, including mitigation and reporting.
• Prepare correspondence and reports on privacy matters for stakeholders.
• Prepare annual privacy breach statistics reports for regulator and oversight bodies.
• Assist with training programs to raise privacy awareness among staff.
• Support access to information responses and special privacy projects.

Skills

Bilingual French/English

Interpersonal skills

Communication skills

Microsoft 365 proficiency

Case management software

Ability to work under pressure

Education

Law degree

Public administration

Information management

Equivalent blend of education/experience

Tools

Microsoft 365

Case management software

Adobe Acrobat

Job description

The Specialist, Privacy contributes to the delivery and ongoing operation of the University’s privacy management program by providing applied privacy analysis, advice, and coordination across a range of initiatives and activities. The position plays a substantive role in identifying, assessing, and documenting privacy considerations related to the collection, use, disclosure, retention, and protection of personal information.

The role independently manages assigned privacy files, including Privacy Impact Assessments and privacy breach and complaint processes, and works directly with academic and administrative units to support compliance with applicable privacy legislation, institutional policies, and established practices.

In this role, your responsibilities will include:

• Provides applied privacy advice to University’s faculties and administrative units on the interpretation and application of privacy legislation, institutional policies, and established best practices under the direction of the Chief Privacy Officer and Legal Counsel in order to support informed, legally sound decision-making across the institution and reduce the risk of non-compliance.
• Conducts and coordinates Privacy Impact Assessments (PIAs) for new or significantly modified initiatives, systems, services, or data‑sharing arrangements within established frameworks; documents privacy risks, tracks mitigation measures, and prepares recommendations for review so that privacy risks are identified and addressed proactively before initiatives are implemented, minimizing exposure to breaches and regulatory non-compliance.
• Contributes to the development, review, and maintenance of University’s privacy policies, standards, procedures, and guidance materials to ensure that the privacy framework remains current, consistent, and aligned with legislative requirements and evolving best practices.
• Works collaboratively with IT, procurement, legal, members of the research community, and administrative stakeholders to ensure privacy requirements and considerations are addressed and are embedded consistently across university systems, contracts, and projects from the outset rather than addressed retroactively.
• Coordinates and supports the management of privacy incidents, complaints, and internal investigations, including intake, assessment, documentation, mitigation activities, and follow‑up, escalating complex or high‑risk matters as required to ensure privacy incidents are resolved effectively and consistently, limiting harm to affected individuals and the University's liability.
• Prepares draft correspondence and reports related to privacy matters to support timely, accurate, and consistent communication on privacy issues with internal and external stakeholders.
• Prepare the annual statistical report for privacy breaches to the Office of the Information and Privacy Commissioner of Ontario required under FIPPA and PHIPA, and other reports as directed by the Chief Privacy Officer to fulfill the University's statutory reporting obligations and maintain transparency and accountability with the regulator.
• Assist with the development and delivery of training programs, materials, and presentations for university employees to build employee awareness of applicable privacy legislation and institutional policies and support consistent compliance across the University.
• Assist with special projects, including participation on special committees and support the response to access to information requests, as directed by the Chief Privacy Officer and Legal Counsel, to contribute privacy expertise to institutional initiatives and ensure the University meets its access-to-information obligations.

What you will bring:

• University degree in law, public administration, information management, or a related field, or an equivalent combination of education and experience.
• Minimum 3+ years of privacy, information security, and/or risk management experience.
• Bilingualism – French and English (spoken and written).
• Privacy‑related certification is preferred, including Certified Information Privacy Professional/Canada (CIPP/C), Certified Information Privacy Manager (CIPM), or other similar credentials.
• In-depth knowledge of FIPPA and privacy and access to information legislation related access to information and privacy regulation and procedures.
• In-depth knowledge of the University’s policies and procedures related to access to information and protection of privacy.
• Strong organizational, planning and time management skills with ability to anticipate office needs.
• Proven organizational skills and ability to prioritize time‑sensitive tasks.
• Ability to work under pressure while ensuring quality control.
• Professionalism, judgment, sensorial sensitivity, tact and discretion needed to ensure that the Access to Information and Privacy Office operates efficiently.
• Experience in dealing with the public.
• Experience in dealing with senior management.
• Excellent interpersonal and communication skills.
• Proficiency with Microsoft 365 applications, including Word, Excel, PowerPoint, Outlook, and Adobe Acrobat, with the ability to effectively use case management software and quickly learn new software applications.
• Ability to work under pressure and meet firm deadlines.