Records Management Program Coordinator
Congregation of the Sisters of St. Joseph in Canada

Location: London, Ontario
Compensation: Salary range: $51,000 to $54,500 with contract benefits and no pension.
Position Start Date: Late May or early June, 2023

The Congregation of the Sisters of St. Joseph in Canada is seeking to fill the one-year contract position of Records Management Program Coordinator.  As the ideal candidate, you will be a team player, with requisite education and training. As the Records Management Program Coordinator you will implement, monitor, and maintain the corporate records management program.

KEY RESPONSIBILITIES:

• Implement and support the initial operation of the records management program, including the newly designed corporate records classification system and retention and disposal schedule. The work will be supported by our consultant, Robin Keirstead.
• Provide initial orientation, training, and education on records management in support of program implementation.
• Provide detailed training to staff and Sisters with specific, on-going records management program responsibilities to assist them in developing a high degree of self-sufficiency.
• Assess records for their legal, administrative, operational, and archival value to review and, as necessary, update record retention periods according to the corporate records retention and disposal schedule.
• Assist staff and Sisters with the organization of their paper and electronic documents using the corporate records classification system and retention and disposal schedule.
• Develop local instructions, guidelines, and other documentation to assist staff and Sisters with the ongoing operation and maintenance of the program.
• Ensure semi-active and inactive records are properly boxed and labelled and that their storage is tracked, whether onsite or offsite.
• Ensure that requests for retrieval of semi-active records are handled promptly.
• Facilitate the transfer of inactive records scheduled for permanent retention to the archives following the Archives Transfer Policy.
• Coordinate the secure destruction of inactive records.
• Follow all policies in the Archives Policy Manual as well as the Records Management Policy and, in the case of the latter, identify and implement any necessary changes.
• Be a key member of the Records Management Committee and act as liaison between the Committee and the Congregational Leadership Circle (CLC) or their designate regarding any changes to the records management program or policy made by the Records Management Committee.
• Collaborate with the key stakeholders including the CLC, the Congregational Archivist, the Treasurer and Director of Finance and Investments, and the Human Resources Director to achieve the successful implementation ensure the continuing success of the program.
• Identify and support adoption of best practices regarding records management, including making recommendations to the CLC or their designate, and to the Records Management Committee.
• Travel when necessary to congregational offices in Ancaster and Peterborough.
• Other duties as assigned.

KEY COMPETENCIES:

• Must be a good communicator with developed interpersonal skills and the ability to train and motivate others.
• Strong records management training and experience would be a benefit.
• Understanding of a functional file classification system.
• Understanding of the records life cycle and familiarity with retention and disposal schedules.
• A willingness to learn about and understand the Congregation's activities, ministries, priorities, mission, and values.
• Excellent analytical and problem-solving skills.
• Proficient in Microsoft Office Suite and Zoom/Teams.
• Flexible and creative.
• Ability to maintain a sense of balance no matter how pressured a situation.
• Ability to maintain confidentiality.

We value an inclusive and diverse workplace and are committed to providing accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act ("AODA"). If you require accommodation during any stage of the recruitment process, please notify Human Resources at the time of interview selection.

New staff are required to have three completed COVID-19 vaccinations. We are housed in a mandatory masking facility and follow specific Covid protocols.

Contact Person:  Dorothy Freymond, dfreymond@csjcanada.org

Deadline: May 15, 2023