Job Code: 25AE05

Administrative Employees

CAREER OPPORTUNITY:

ADMINISTRATIVE OFFICER, FREEDOM OF INFORMATION, PRIVACY & RECORDS MANAGEMENT

ABOUT THE UPPER GRAND DISTRICT SCHOOL BOARD (UGDSB)

The UGDSB employs a team of approximately 4,000 dedicated staff who serve more than 35,000 students attending a variety of programs 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 covers 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 our team of dedicated staff and strong learning communities, always striving to meet the diverse needs of our students. Our employees are empowered to contribute in meaningful ways to the success of our students and the greater organization.

THE OPPORTUNITY

The UGDSB is seeking a dynamic individual to join our team in the capacity of Administrative Officer, Freedom of Information, Privacy & Records Management. This is a permanent full-time position which commences as soon as possible.

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

Reporting to the Manager, Governance & Board Services, the Administrative Officer, Freedom of Information, Privacy & Records Management is responsible for ensuring the Board's compliance with the Municipal Freedom of Information and Privacy Act (MFIPPA) by responding to FOI requests, investigating privacy breaches and supporting records management. They also provide support to schools, promoting best practices aligned with the Office of the Privacy Commissioner of Ontario and assisting in the handling of records.

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 working directly with the Municipal Freedom of Information and Privacy Act (MFIPPA) or other related access and privacy legislation
• Achieved one or more of the following: 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)
• Previous experience in a unionized / school board / public sector organization
• A proven ability to organize and coordinate a diverse number of tasks or projects and demonstrated research and problem-solving skills
• Strong attention to detail combined with a proven ability to work under pressure in order to meet frequent deadlines
• Excellent communication and presentation skills, both written and verbal
• Knowledge and understanding of Records and Information Management practices and the implementation and maintenance of a Records Management Program
• Knowledge of provincial and federal privacy legislation including the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), Personal Health Information Protection Act (PHIPA) and the Personal Information Protection and Electronic Documents Act (PIPEDA)
• Experience in a computerized environment with a high level of proficiency in the Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint), Google software applications, Adobe Acrobat Pro, databases of student records, records management software applications, and ability to update website content

APPLICATION DETAILS

Internal Applicants: Internal candidates (current UGDSB employees) are invited to email their cover letter and resume in PDF format to specifying ‘JobCode 25AE05'in the subject line, nolaterthan4:00p.m.onSeptember 8, 2025.

External Applicants: Applications from external candidates (non-UGDSB employees) are accepted exclusively through . To submit your application, click the "Apply" button at the top of the page or visit: , no later than 4:00 p.m. on September 8**, 2025.**

Please note: An original Vulnerable Sector Check (VSC) must be provided prior to the 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's for requirements.

INCLUSIVE RECRUITMENT & HIRING

Employment Equity

The UGDSB is committed to disrupting systemic racism and oppression in all of its forms. We are committed to building a diverse staff that is reflective of and adds value to the community and students we serve. We actively encourage applications from members of groups who have historically and/or currently experience marginalization and/or barriers to equity, including, but not limited to:

• First Nations, Inuit, and Métis peoples, and all other Indigenous peoples
• Persons of marginalized sexual orientations, gender identities, and gender expressions
• Members of groups that commonly experience discrimination based on race, ancestry, ethnicity, colour, religion and/or spiritual beliefs, or place of origin
• Persons with visible and/or invisible disabilities

At UGDSB, we recognize that many of the identities listed above do not exist in a single form and are often intersecting, creating complex and unique experiences for applicants. We value the contributions that each person brings and are committed to creating and maintaining an environment where everyone can participate fully, thrive, and reach their full potential. Please visit to find out more about equity, diversity and inclusion at the UGDSB.

Accommodation & Accessibility

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

August 27, 2025