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Position Summary:

Reporting to the Secretary-General, in the office of the Secretariat, the Regulatory Officer manages the University’s access-to-documents function in line with the Act respecting Access to documents held by public bodies and the Protection of personal information. The incumbent supports the Secretary-General, as the University’s person in charge of access to documents, by receiving and analyzing access requests, arranging document searches and consultations, and preparing recommendations and draft decisions for the Secretary-General’s review and signature. The role also includes working closely with Legal Services in preparing and administering files that proceed before the Commission d’accès à l’information, raising awareness within the University community on access-related responsibilities, advising the University Secretariat on records management matters, and supporting other regulatory functions and special initiatives, as directed by the Secretary-General or Associate Director.

Primary Responsibilities:

• Administer the University’s access-to-documents workflow, from receipt of a request through preparation of the response and closure of the file.
• Support the Secretary-General, as the University’s person in charge of access to documents, through the preparation of analyses, recommendations and draft decisions. All statutory decisions remain with and are signed by the Secretary-General.
• Arrange document searches and consultations with academic and administrative units across the University, identifying units likely to hold responsive documents and ensuring searches are conducted in a timely and complete manner.
• Collaborate with the Associate Director in assessing and managing access requests, including reviewing complex or sensitive matters and proposed approaches before escalation to the Secretary-General.
• Collaborate with the Manager, Privacy and Protection of Personal Information on requests involving personal information or privacy considerations, including where responsive documents contain personal information or engage privacy requirements.
• Prepare and administer files in support of Legal Services where an access decision is before the Commission d’accès à l’information.
• Develop guidance, education and awareness activities concerning the access-to-documents process and the responsibilities of members of the University community.
• Advise the University Secretariat on records management matters and support for other regulatory functions and special initiatives, as required.
• Receive, acknowledge and review requests for access to documents submitted to the University.
• Communicate with requestors on administrative and procedural matters, including clarifying the scope of requests where necessary.
• Review documents received to assess their responsiveness and determine whether additional searches or consultations are required.
• Identify information that may be disclosed or withheld and matters requiring consultation with the Secretary-General, Associate Director, and Manager, Privacy and Protection of Personal Information.
• Prepare documents for disclosure, including completing or arranging required redactions and verifying disclosure packages for accuracy and completeness.
• Prepare analysis, recommendations and draft decisions, for the Secretary-General’s consideration and signature.
• Monitor requests to ensure compliance with statutory requirements and timelines and advise on approaching deadlines, processing challenges and matters requiring attention.
• Maintain accurate and complete records of the receipt, processing, analysis and disposition of access requests.
• Maintain tracking tools and prepare regular status reports on request volumes, deadlines, outcomes and files requiring follow-up.
• Develop and deliver information sessions and awareness activities concerning the access-to-documents process and the responsibilities of University units and employees.
• Prepare and maintain procedures, templates, guidance materials and other resources supporting the effective and consistent processing of access requests.
• Identify opportunities to improve access-related workflows, tracking systems, guidance and administrative practices, and propose recommendations.
• Advise the University Secretariat on the Office’s records management practices, in consultation with the University’s records management function as appropriate.
• Provide research, analysis and operational support in relation to other regulatory responsibilities and special initiatives of the University Secretariat, as assigned by the Secretary-General or Associate Director.
• Provide backup support to Secretariat colleagues during absences, significant institutional exercises or periods of exceptional workload, as required.

Other Qualifying Skills and/or Abilities

• Strong interest and knowledge in institutional governance and regulatory issues, specifically in learning institutions
• Appreciation and ability to uphold the Unit’s mandate as an impartial office in the delivery of a wide range of regulatory activities
• Strong work ethic, demonstrated accountability for workflows and outcomes
• Ability to anticipate issues and consequences of actions and propose recommendations, in line with the Unit’s mandate and University policies and regulations
• Analytical skills, especially as related to interpreting legislation or university policy
• Superior writing and communication skills in English, ability to communicate in French (spoken and written)
• Demonstrated ability to work effectively in a team environment as well as independently
• Organizational and delegation skills, effectively leading the team in reporting status and identifying and resolving issues
• Attentive to detail without losing sight of the overall goal or objective, strategic thinking
• Ability to deliver work in a high-pressure environment with poise, diplomacy, and professionalism
• Ability to inspire trust and respect in the role
• Undergraduate Degree (Law, Arts, Management, or related field)
• Three (3) years related experience

• Competitive benefits package (Health, Dental, Life Insurance) (if eligible)
• Defined contribution pension plan (with employer contribution up to 10%) (if eligible)
• Group Registered Retirement Savings Plan (RRSP) and Tax Free Savings Account (TFSA)
• Competitive vacation policy
• Two (2) personal days
• Two (2) floating holidays
• Nine (9) "Summer Fridays" - paid days off between the St-Jean Baptiste holiday and Labour Day
• Paid time off over the December holiday period
• Tuition waiver for regular employees and their dependents
• Up to two (2) days of remote work per week where the position permits

Before applying, please note that to work at McGill University, you must be both authorized to work in Canada and willing to work in the province of Quebec at the campus where the position is based / located.

Knowledge of English: McGill University is an English-language university where day to day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level # 4 on a scale of 0-4.

For a definition of our language proficiency levels, please click here.

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