Location - This role is hybrid with a mix of remote and in-person work at North Campus Edmonton.

Reporting to the Director, Information, Privacy and Records Management Office (IPRMO), University of Alberta (U of A), the Intake Specialist supports the IPRMO in responding to access to information requests, consultations, privacy complaints and reported incidents, privacy and security reviews, and privacy impact assessments in accordance with Alberta’s Access to Information Act (ATIA) and Protection of Privacy Act (POPA). The Intake Specialist serves as the primary point of contact for the IPRMO and ensures that all incoming matters are complete and initially compliant with access and privacy legislation. This role provides the team with initial analysis, takes the lead in determining jurisdiction and submission completeness, and offers assistance and direction to internal and external stakeholders.

The Office of the President provides strategic leadership and oversight for the University of Alberta, working to advance its vision, mission, and values. Guided by the University’s institutional priorities, the President fosters academic excellence, research innovation, and community engagement, while maintaining accountability to the Board of Governors. The office works collaboratively with senior leaders, external partners, and stakeholders to enhance the university’s impact provincially, nationally, and globally. This dynamic environment offers the opportunity to contribute to initiatives that support inclusive excellence, financial sustainability, and transformative change across the university’s campuses.

The Intake Specialist is responsible for the overall case management of all incoming operational files for the IPRMO in coordination with the Director, including:

• Initial Review & Consultation: Reviews all incoming files for completeness including access to information requests, consultations, privacy complaints, and other incoming matters to the IPRMO. Provides the initial review for new inquiries, facilitates intake assessments and required consultations, and provides subject matter expertise and guidance on procedural requirements.

• Stakeholder Liaison: Responds to inquiries from individuals about how to make a request for access to information under ATIA and privacy related inquiries under POPA. Communicates with all internal and external stakeholders (including members of the public, other public bodies, and the Government of Canada) and establishes strong working relationships with parties. Makes recommendations to the Director about any issues on access and privacy matters and provides necessary comments and/or clarification.

• Jurisdiction & Compliance: Conducts initial jurisdictional assessments to determine the appropriate authority for each file. Evaluates submissions for compliance with ATIA or POPA requirements, identifies existing opportunities for routine disclosure, and collaborates with the Director to triage matters including complex research and survey requests to relevant university departments.

• Case Management: Reviews files for accuracy and manages initial case processing as determined by the Director for access and privacy files. Tasks include creating and closing files in the case management system, ensuring documentation is saved to file, confirming legislative timelines are accurate, and drafting correspondence. Prepares records in response to formal access to information requests including reviews and inquiries before the Office of the Information and Privacy Commissioner. Assists IPRMO staff with case-related communications, correspondence and documentation as required. Facilitates and manages projects as assigned by the Director.

• Privacy Case File Coordination: Coordinates Privacy and Security Review meetings for IPRMO and Chief Information Security Officer (CISO). In consultation with the Director, conducts initial assessments to determine if U of A initiatives require a privacy impact assessment.

• Systems Administrator: Serves as the administrator for the IPRMO’s case management system, including the office’s redaction software and manages the de-duplication of records software, and provides support and guidance to IPRMO staff relating to office systems.

• Reporting: Generates all internal and external reports and statistics, ensuring the timely delivery of annual, legislatively required statistics to the Government of Alberta.

• Request Processing: As assigned by the Director, this position may process access to information requests and public body consultations under ATIA. This includes analyzing and severing responsive records, applying relevant exceptions to disclosure under the Act, identifying required internal and external consultations, and drafting formal correspondence relating to the file.

• Legislative Awareness: Maintains awareness of access to information and privacy legislation that apply to the U of A and those that may impact the policy and practice of the university with regard to the access, collection, use, disclosure, and protection of personal information.

• Administration: Assists with maintaining budget-related documents for the IPRMO and management of invoices and monthly reconciliation including office-related purchases. Prepares training materials and planning logistics for training sessions, workshops and seminars presented by the IPRMO including leading special event planning and any other sessions as required. Maintains and updates the IPRMO website as required and assists in the development and implementation of administrative systems and processes.

• Records Management: Works with the Director in applying records retention schedule and disposition to IPRMO records and supports IPRMO staff with records management related activities.

• Formal qualifications in the access and privacy field such as a graduate of the Information Access and Protection of Privacy (IAPP) certificate program from the University of Alberta or a Certified Information Privacy Professional (CIPP/C) designation from the International Association of Privacy Professionals. A diploma in office administration or equivalencies will be considered with at least 5 years experience in an access and privacy office. Or equivalent years of related experience.

• Must be knowledgeable with Alberta's ATIA and POPA and/or the former Freedom of Information and Protection of Privacy Act (FOIP Act). Understanding of other Alberta privacy legislation (Health Information Act and Personal Information Protection Act is an asset). General understanding of access and privacy legislation in other jurisdictions.

• Excellent written and verbal communication skills are required, including the ability to defuse conflict and communicate calmly and persuasively with various individuals. Ability to foster relationships with internal and external stakeholders, in a wide variety of disciplines, is an asset. Judgement, tact and discretion in handling personal, sensitive and confidential information. Attention to detail and strong organizational skills are required to balance a large workload and busy office.

• Comprehensive computer skills with e-mail, in a Google environment and/or Windows environment using Microsoft Office, are necessary. Familiarity with ATIA and POPA related case management systems would be an asset.

Application Instructions

Click "Apply Now" to submit your resume and cover letter.

This position is subject to all applicable terms and conditions of the collective agreement between the Governors of the University of Alberta and the Non-Academic Staff Association (NASA).

This position offers a comprehensive benefits package*.*

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all FirstPeoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.

Your work will have a meaningful influence on a fascinating cross-section of people - from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more.

At the University of Alberta, we are committed to creating an inclusive and accessible hiring process for all candidates. If you require accommodations to participate in the interview process, please let us know at the time of booking your interview and we will make every effort to accommodate your needs.

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.

All University employees have a responsibility to foster a workplace that prioritizes safety in all its forms—physical, cultural, and psychological. This is achieved by promoting a safe environment, adhering to all safety laws, policies and procedures, completing all required safety training, identifying hazards and implementing controls, reporting incidents, and contributing to a culture of belonging and respect, while endeavoring to ensure that all colleagues feel valued and safe to express their thoughts, perspectives and concerns.

The University of Alberta is committed to creating a university community where everyone feels valued, barriers to success are removed, and thriving connections are fostered. We welcome applications from all qualified persons. We encourage women, First Nations, Métis and Inuit persons, members of visible minority groups, persons with disabilities, persons of any sexual orientation or gender identity and expression, and all those who may contribute to the further diversification of ideas and the University to apply.

L’Université de l’Alberta s’engage à créer une communauté universitaire où chaque personne se sent valorisée, où les obstacles à la réussite sont éliminés et où des connexions enrichissantes peuvent se développer. Nous accueillons les demandes de toutes les personnes qualifiées. Nous encourageons les femmes; Premières nations, Métis et Inuits; membres des groupes minoritaires visibles; personnes handicapées; personnes de toute orientation sexuelle ou identité et expression de genre; et toutes les personnes qui peuvent contribuer à la diversification des idées et à l'université à postuler.