Staff - Non Union

Job Category

Executive Administrative Staff

Job Profile

Non Union Salaried - Administrative Assistant 2

Job Title

Freedom of Information Assistant

Department

FOI | University Counsel Office

Compensation Range

$4,248.68 - $5,181.77 CAD Monthly

Posting End Date

July 19, 2025

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

Job End Date

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 Office of the University Counsel is responsible for managing all of UBC’s legal affairs (with the exception of labour and employment matters) and provides a supportive and collegial work environment.

Reporting to the Freedom of Information Manager, the successful candidate will be expected to provide complex administrative and clerical support in relation to information requests (FOI requests) made to UBC under the BC Freedom of Information and Protection of Privacy Act. The work, which is highly confidential, requires a thorough knowledge of FOI request procedures, department functions and University policies.

Organizational Status

Reports to the Freedom of Information Manager in the Office of the University Counsel.

Work Performed

Provides administrative and clerical support to the Freedom of Information Specialists and the Freedom of Information Manager in the Office of the University Counsel by:

• Coordinating processes relating to FOI requests;
• Entering information into systems used for tracking FOI requests, privacy complaints, and related files;
• Drafting acknowledgements and other correspondence related to FOI requests;
• Locating, gathering, sorting and compiling records in response to FOI requests;
• Printing, scanning or copying records and filing them in paper or electronic systems;
• Reviewing records, investigating and determining information that is relevant to FOI requests, and taking appropriate notes;
• Reviewing records to locate sensitive information, such as personal information;
• Redacting sensitive information from documents, as directed by the Freedom of Information Specialists and/or the Freedom of Information Manager;
• Communicating with faculty, staff and third parties (via email, on the telephone, or in person) about FOI requests and related matters;
• Filling in for Freedom of Information Specialists as needed.
• Providing other clerical and administrative support to the Freedom of Information Specialists, Freedom of Information Manager, and other staff in the Office of the University Counsel as required.

Consequence of Error/Impact of Decisions

The Freedom of Information Assistant has access to information of a highly confidential and sensitive nature, and must be able to recognize the sensitivity of issues and constantly maintain the strictest confidentiality. The position is also responsible for ensuring FOI requests are processed within legislated timelines. Errors, delays, or incorrect decisions may result in violations of the BC Freedom of Information and Protection of Privacy Act.

Supervision Received

Works independently under minimal supervision. Performs most duties independently occasionally consulting the Freedom of Information Specialists and/or the Freedom of Information Manager with reference to new or complex problems.

Supervision Given

May oversee and direct work of employees in lower classifications.

Minimum Qualifications

• High school graduation, plus 1 year of post-secondary education, plus 4 years of related experience; or an equivalent combination of education and experience.
• Ability to compose complex correspondence. Effective communication skills. Ability to exercise tact and discretion with faculty, staff, students and the public in giving and obtaining information, explaining practices and procedures. Ability to coordinate and direct the work of others.
• 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

• Sound decision-making and problem-solving skills.
• Ability to maintain accuracy and attention to detail.
• Ability to prioritize and complete work assignments under tight deadlines including assignments involving complex issues, conflicting priorities and multiple stakeholders.
• Analytical and critical thinking skills, including the ability to quickly analyze large volumes of complex information.
• Experience in managing caseloads and meeting deadlines in a high-volume service environment.
• Ability to quickly learn new technologies and systems.
• Proficiency with MS Office (MS Office 2000 and above), Adobe Acrobat Pro, and email
• Training in records management and the coordination and administration of the Freedom of Information and Protection of Privacy Act or similar legislation preferred, and/or equivalent combination of education and experience.
• Knowledge of UBC policies and procedures.