Skip to the content of the web site.

Information & Privacy Administrator and Administrative Assistant

Date: March, 2013
Reports to (Job Title): Privcy Officer and Assistant University Secretary
Jobs Reporting (Job Titles): None
Location: Main Campus
Grade:

USG 8

35 hr/wk


Primary Purpose

Acting in support of the Privacy Officer and Assistant University Secretary, the Information & Privacy Administrator and Administrative Assistant 1) administers the process of responding to access to information requests; and 2) co-ordinates the provision of guidance and advice to administrators, students, staff and faculty with respect to the university’s responsibilities under the Freedom of Information and Protection of Privacy Act (the Act). The position also is accountable for expert administrative support to both the Privacy Officer and Assistant University Secretary, and the Assistant University Secretary (Committees).

Key Accountabilities:

1.  Support the Privacy Officer and Assistant University Secretary in the administration of access and privacy matters at the university

 

 

2.  Support the Assistant University Secretary (Committees)

 

 

3.  Administrative Responsibilities

 

Position Requirements

Education:

University degree or equivalent experience; graduate degree in information science or related field preferred.

Experience:

USG * – * – 2-3 years of administrative support experience including knowledge of the Act, and other related legislation, and best practices and principles re: access and privacy protection. The incumbent will have thorough knowledge of the university, its policies and procedures, and a proven ability to manage a large volume of work, conflicting priorities, and competing deadlines. Excellent communication, problem solving, technical and writing skills.

Technical:

MS Word Excel PowerPoint Other

MS word

Advanced

MS excel

Intermediate

MS Access

Intermediate

Waterloo Content Management System

Advanced

MS Outlook

Advanced

SharePoint

Intermediate

Adobe Acrobat Professional

Intermediate

Nature and Scope

Interpersonal Skills:

Internally, communicates with senior administration, staff, faculty, and students with respect to collection of records for, and responses to, access to information requests, privacy complaints, information breaches, questions about access and privacy matters at the university, and executing other administrative responsibilities. Communicates with the Privacy Officer and Assistant University Secretary, the Assistant University Secretary (Committees), and all members of the Secretariat for the purpose of receiving instruction, or information gathering, or sharing. This position has contact externally with members of the Board of Governors and the public.

Level of Responsibility:

The Information & Privacy Administrator and Administrative Assistant performs no direct supervision of others. The incumbent will use judgment to assist in the formulation of decisions in a highly confidential environment and will be involved in developing recommendations to settle highly sensitive, confidential matters that are critical to the university. The Information & Privacy Administrator and Administrative Assistant acts as a back-up to the Privacy Officer and Assistant University Secretary in times of work overload or holiday relief.

Decision-Making Authority:

The Information & Privacy Administrator and Administrative Assistant is expected to be self-directed in executing his/her responsibilities. The role has a mix of defined, specialized, routine-, and non-routine tasks and requires  sound judgment, tact, and discretion in juggling and executing these responsibilities. The position is responsible for ensuring that access and privacy related correspondence is completed in a timely fashion and within legislated requirements. The incumbent will make recommendations to the Privacy Officer and Assistant University Secretary and the Assistant University Secretary (Committees) regarding the execution of their responsibilities.

Physical and Sensory Demands:

Minimal demands typical of a position operating within an office environment.

Working Environment:

Minimal exposure to disagreeable conditions. There can be a lack of control over work pace due to irregular and/or high volumes of work and multiple and/or tight, unalterable deadlines, and frequent interruptions.

 

The Secretariat deals with a heavy workload and regularly interacts with senior university officers as well as faculty, staff and students. There is frequent need to give close attention to various stimuli such as written material and information communicated verbally to/from co-workers. There are strict deadline pressures and potential for multiple, sometimes competing, priorities and frequent interruptions. Thoroughness, accuracy, and attention to detail are required. The incumbent will routinely deal with confidential and sensitive information.