Date:	August, 2012
Reports to (Job Title):	Secretary of the University
Jobs Reporting (Job Titles):	Administrative Assistant(1/2 time)
Location:	Main Campus
Grade:	USG 9-12 35 hr/wk

Primary Purpose

Accountable as the chief privacy officer for the University, directing compliance with the University’s responsibilities under the Freedom of Information and Protection of Privacy Act and promoting protection of privacy at the University. Accountable as well for Secretariat information systems management, and administrative support.

Key Accountabilities:

1.Acting as chief privacy officer, providing leadership and guidance to the University community on all aspects of access and privacy

Access and privacy leadership for the university community

Analyse relevant facts and determine how/whether the Act applies
Analyse and interpret the Act and its interaction with University policy and other laws
Provide sound and consistent advice based on established principles

Exercise discretionary authority to provide advice and guidance within the framework of the Act, University policies, and procedures
Partner with various groups to provide privacy advice and guidance that complies with Provincial legislation
Respond to inquiries re: access to information and protection of privacy
With the support of the Secretary of the University, retaining and instructing legal counsel in connection with access and privacy issues.

2.Direct the University’s responsibilities under the Freedom of Information and Protection of Privacy Act (the Act)

Oversee responses to access to information requests

Identify key issues, facts, and individuals/offices relevant to requests
Analyse records and jurisprudence, case law, and precedents
Ensure adherence to legislated deadlines
Make recommendations to the Secretary of the University regarding access decisions

Respond to privacy complaints and breaches

Identify key issues, facts, and individuals/offices relevant to the complaint or breach
Advise re: notification requirements
Liaise with and provide legally mandated reports to the Office of the Information and Privacy Commissioner of Ontario

Oversee requests for representations where the University is a third-party to an access to information request at another institution

Identify key issues, facts, and individuals/offices relevant to requests
Analysis of records and of jurisprudence, case law, and precedents
Make recommendations to the Secretary of the University regarding representations

3.Promote protection of privacy at the University

Coordinate and deliver privacy training and orientation to the University community
Develop and deliver timely, audience-specific presentations re: privacy protection
Provide necessary strategic input from an access and privacy perspective into the development and implementation of projects, policies, and processes and makes recommendations for ongoing improvement
Anticipate and develop strategies and exercise due diligence to ensure the University avoids unnecessary legal challenges regarding privacy matters
Develop effective working relationships with all levels and groups within the University to support the promotion and development of privacy protection

4.Information Systems Management

Develop and implement technical systems and processes for the Secretariat

Ensure that Secretariat staff are effectively supported with respect to all aspects of hardware and software, including maintenance, upgrades, troubleshooting, and training
Liaise between the Secretariat and IST and interpret issues requiring solutions
Provide leadership, direction, and strategic technical planning for the Secretariat
Ensure efficient and effective use of technology funds, and identify and evaluate technology trends and innovations that may be appropriate for the Secretariat

Lead maintenance of the Secretariat, Information and Privacy, and Records Management websites

Ensure functionality and accessibility of entire sites
Liaise with IST to enhance functionality
Develop new online content
Develop, manage, maintain, and produce reports from the Secretariat databases (committee membership, student discipline, access requests, records management)

5.Administration

Committee Secretary

Develop agendas and prepare documentation
Brief the Chair
Write reports and minutes

Maintain University Policies and Procedures

Shepherd revisions and proposed new policies and procedures through approval process
Maintain records of all changes
Notify community of changed or new policies and procedures

Lead the maintenance and production of organization charts, Board of Governors Handbook, emergency wallet card
Represent the Secretariat on selected University committees as requested by the Secretary of the University
Undertake work on special projects as requested by the Secretary of the University

Position Requirements

Education:

University degree (graduate degree preferred), professional designation, or equivalent combination of training and experience

Experience:

USG * – * – 3-5 years of progressive leadership experience in the area of access to information and protection of privacy, including familiarity with processing access requests, fielding privacy complaints, and investigating breaches. Experience with provision of technical support and administrative support of University-level committees. Superior communication, problem solving, and writing skills.

USG ** – ** – 6-8 years of progressive executive administrative experience working in a senior role in the area of access to information and protection of privacy with extensive experience responding to access requests, privacy complaints, information breaches, and questions from the community. Significant experience with provision of technical support and administrative support of University-level committees. Outstanding communication, problem solving, presentation, and writing skills.

Technical:

MS Word

Excel

PowerPoint

Other

Advanced

Intermedite

Outlook: Advanced

Waterloo Content Management System:

Advanced

Adobe Acrobat Professional

Nature and Scope

Interpersonal Skills:

Internally, communicates with senior leaders, staff, faculty, and students to coordinate responses to access to information requests, privacy complaints, information breaches, and questions about access and privacy matters at the University. Other internal communication is with IST and other units as appropriate to develop and maintain the Secretariat’s information systems. The incumbent will deliver training and presentations to the University community re: privacy protection. This position has contact externally with members of the Board of Governors, the public, media, legal representatives, government organizations, and the Office of the Information and Privacy Commissioner of Ontario. With the support of the Secretary of the University, the incumbent will have lead responsibility for developing recommendations to settle sometimes highly sensitive, confidential access and privacy matters at the University.

Level of Responsibility:

Answerable only to the Secretary of the University, the Assistant University Secretary & Privacy Officer exercises discretionary authority and sound judgment to make decisions and provide strategic advice on all matters relating to access and privacy at the University. The incumbent represents the University externally (i.e., with the Office of the Information and Privacy Commissioner of Ontario) as necessary. The incumbent is expected to seek opportunities to raise privacy protection awareness within the University.

Financial Accountability: The Assistant University Secretary & Privacy Officer develops his/her operating budget under the direction of the Secretary of the University, and is responsible for monitoring and managing within that budget including hardware/software purchases for the Secretariat and costs related to development of privacy training and education.

The Assistant University Secretary & Privacy Officer performs direct supervision of a part-time assistant and directs his/her workload, providing training, guidance and coaching in the execution of the assistant’s responsibilities.

The Assistant University Secretary & Privacy Officer recommends technology solutions for the Secretariat and determines what support is done within the Secretariat and when it is referred to IST.

Problem Solving:

Access and Privacy Protection

The Assistant University Secretary & Privacy Officer must have extensive knowledge of the Freedom of Information and Protection of Privacy Act, and the interplay between it and other legislation. The incumbent must use understandbe ablthe legal and institutional context of requests or complaints, so as to direct and perform relevant research respecting orders and precedents. The incumbent will review and interpret other legislation that may relate to a request or complaint. The incumbent must use tact, judgment, and diplomacy in formulating responses to access requests, complaints, and information breaches. The incumbent must be able to apply principles to factual situations and understand and appreciate diverse points of view about complex and often inter-related issues. The incumbent exercises discretionary authority to provide advice and solutions to queries and problems raised by members of the University community often with little lead time.

Information Systems Management and Administration

The Assistant University Secretary & Privacy Officer must understand the Secretariat’s technical business requirements and be able to propose appropriate solutions for tools and software requirements.

Decision-Making Authority:

Access and Privacy Protection

The Assistant University Secretary & Privacy Officer is expected to be self-directed in responding to requests, complaints, breaches, and questions. The incumbent makes recommendations to the Secretary of the University regarding formal access to information request decisions and has discretionary authority to respond to all privacy complaints, information breaches, and access and privacy related questions at the University.

Budget

The incumbent specifies and approves hardware and software purchases and expenses related to the provision of privacy training and education.

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.