Manager, Records and Information Management, Douglas College

Location:   New Westminster, BC

Compensation:     A - Pay Band 11
Work Arrangements: This role will require occasional travel to the Coquitlam campus. This regular full-time position is available starting March 16, 2020. Regular hours of work are 8:30 am to 4:30 pm, Monday to Friday.

DO what you love. Be good at it. That's how Douglas College defines a great career. It's a philosophy that resonates through our classrooms, our offices and our boardrooms. It inspires our students and drives us to make Douglas College one of BC's Top Employers. We love what we do. And we're looking for passionate, motivated people to join us in making one of Canada's best colleges even better.

Description and Duties:  Reporting to the Director, Learning Resources and Records Management, this position will be responsible for management of Records and Information Management (RIM) program at Douglas College and managing Freedom of Information requests. RIM involves implementing records management policy for coordinating, and monitoring the maintenance, protection, retrieval, and disposition of all recorded information held within or by the College. This position has access to, and provides advice on, matters related to confidential and sensitive records held throughout the College.

The Manager, Records and Information Management is accountable for the following:

• Supporting employee teams and facilitating records management across the College, including training and enabling experts in each Faculties and Department.

• Leading the College in the application of the records classification system and retention schedule, including working with all Faculties and Departments in the development and use of records repositories systems and services, management of and training in the records management system.

• Identifying, recommending, implementing and managing an automated records management solution (ERMS) in a SharePoint and other environments.

• Responsible for the Douglas College digital and physical archives, including identifying an appropriate digital archive system, implementing, managing, training and supervising staff in the maintenance of records.

• Developing archival processes.

• Managing the staff in archives including recruitment and selection, training, performance planning, evaluation and disciplining where appropriate.

• Administering the College's Collective Agreements and representing management in the grievance process, as appropriate.

• Training and supervising staff in archival processes.

• Establishing and providing quality assurance in record keeping to ensure the effectiveness of the College's RIM program.

• Responsible for responding to and managing Freedom of Information requests for the College.

• Manages the Freedom of Information (FOI) process through ensuring the College records retention schedules is applied and followed by employees of the College.

• Providing ongoing training and guidance to College employees on records management policies, procedures, and best practices.

• Providing subject matter expertise to the SharePoint implementation team

• Creating and revising policies and procedures related to records management and digital archives.

• Responsible for creating reports, metrics and measures of success in records management implementation and management based on college policies, records management legislation, and industry best practices.

• Represents the College on internal and external committees including management committees.

• Acts for the Director, Learning Resources and Management in her/his absence, including serving as the College's Privacy Officer.

• Performing other related duties as required.

Qualifications:

• Masters degree in related field (e.g., Archival Studies, Information Management, Library & Information Studies) plus 3-5 years of experience directing records management programs, or an equivalent combination of education and experience. Certification in records management is a significant asset.
• Certified Records Management designation is preferred
  

Demonstrated experience in:

• Records management and archives principles, standards and practices

• Archival appraisal and retention schedule development

• Legal citations research (for record keeping)

• Designing file classification systems

• Electronic Records Management System (ERMS) functional requirement definition; ERMS customization (i.e. working with system programmers)

• Determining records management requirements for non-ERMS software applications

• Providing advisory, training and reference services to users

• Designing and applying information management policy and procedures

• Ability to lead and support the work of others

• Experience leading project teams

• Business process inventorying, mapping, preferably in Visio

• Excellent written, verbal and interpersonal communications skills

• Management at a mid to senior level in a large business or post-secondary educational setting including experience in supervision and administrative management.

• Establishing and maintaining effective working relationships with employees at all levels of the organization

LEADERSHIP COMPETENCIES

• Professional and Ethical Behaviour - Ability to demonstrate integrity, credibility, confidentiality, and responsibility in all interactions. Possesses high ethical standards and an honest, open, and consistent approach to working with peers, employees, and staff. Completes what he/she commits to doing.

• Communications Skills - Possesses strong communication skills, both verbal and written, and expresses thoughts in an organized, concise manner. Actively listens to the issues of others in a manner that elicits cooperation and support. Demonstrates an effective and adaptive skill in communicating with students/individuals under stress. Develops and delivers effective presentations. Has the ability to present information and ideas to diverse groups.

• Innovative & Entrepreneurial Approach - Seeks out possibilities, develops new ideas, and effectively moves them forward. Is creative, innovative, and takes advantage of opportunities while recognizing the necessity of working with limited resources and in alignment with the strategic directions of the College.

• Effective Working Relationships - Treats staff, colleagues, and students with respect; resolves conflicts respectfully and in a timely way, negotiates effectively, and provides effective feedback to colleagues/direct reports.

• Administrative Skills - Provides leadership and ensures accountability for achievement of results; very focused; strong organizational skills; simplifies often complex and lengthy matters; effective time management skills; ability to separate important issues and identify priorities.

• Organizationally Astute - Is diplomatic and tactful; non-confrontational; recognizes internal and external sensitivities; has an intuitive ability to read the political implications of recommendations and actions; uses sound judgment.

• Energetic and Adaptable - Is prepared to take on longer-term initiatives and does so with enthusiasm; has the ability to adapt to new and changing situations; able to alter course/direction when necessary; enjoys and embraces new challenges. Flexible; able to deal with stress effectively.

• Influential and Collaborative - Has an honest, open, and consistent approach to working with others toward organizational strategic objectives and possesses strong relationship and interpersonal skills, including the ability to build relationships and develop and maintain partnerships.

• Flexible and Resilient - Knows how to lead different types of people; has the ability to deal effectively with change and pressure; can adjust rapidly to new situations warranting attention and resolution. Able to deal with stress effectively.

• Analytical and Problem-Solving Skills - Consults appropriately; thoroughly collects data, and analyzes problem in context of organizational goals; uses sound judgment, builds consensus, makes independent decisions appropriately; implements solutions appropriately.

Application information

How to Apply:   Interested applicants must ensure that a resume and cover letter are submitted online. Please ensure your resume clearly explains how you meet the required knowledge, skills and abilities of the position for which you are applying.

All candidates selected for interview will need to bring original certificates and diplomas of educational credentials noted on their resume.

Please apply using the link below.
http://www.douglascollegecareers.ca/postings/5504
Application Deadline:    Open until filled
https://www.formstack.com/admin/download/file/7653539553
 
Job Poster: 

Stephanie Pozas

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