Coordinator, Privacy & Records Management

Description

Position at Canadian Medical Protective Association

■ COORDINATOR , PRIVACY & RECORDS MANAGEMENT

(Hybrid - Primary Remote in Ottawa, ON)

CONTRIBUTING TO THE CMPA

Privacy and Records Management (PRM) is a department within the Technology, Analytics and Privacy portfolio at the CMPA. The department provides governance oversight for privacy, records and information management, and artificial intelligence.

The Privacy Office takes an integrated approach to privacy by embedding privacy education, principles, and practices across the organization. Its responsibilities include managing personal information, assessing privacy risks, responding to information requests, conducting investigations, and ensuring compliance with legislative requirements. In addition, PRM is responsible for the governance framework for artificial intelligence, including program planning and the processes for AI risk assessment.

Records and Information Management (RIM) ensures that business information is properly captured, classified, managed, and disposed of in accordance with approved retention schedules. The department also includes the Library and Archives, which provide access to published and unpublished materials, research services, and educational outreach to support organizational information literacy.

In addition, PRM is responsible for the governance framework for artificial intelligence, including program planning and the processes for AI risk assessment.

POSITION OVERVIEW

The Coordinator, Privacy & Records Management provides administrative support to the Privacy and Records Management d epartment. Responsibilities include coordinating the day-to-day activities such as monitoring and responding to privacy requests, breaches , and questions in the Privacy Officer Inbox. It also includes preparing presentations, assisting with planning, scheduling and tracking training , taking and transcribing minutes , as well as producing and distributing materials for the Privacy Operational Group and Records and Information Management .

The Coordinator , Privacy & Records Management is also responsible for logging activity, producing reports , as well as statistics. The Coordinator will have the ability to work independently and must be able to work under pressure and handle a wide variety of activities and confidential matters with discretion.

POSITION ACTIVITIES

• Provides a dministrative support to the Privacy and Records Management department
• Monitors privacy inbox and tracks all activ ity for statistics and trending purposes
• Assesses and processes privacy requests, breaches, and complaints ensuring p roper escalation, response , and follow-up as necessary
• Creates and follows workflow processes and procedures to ensure consistent and contin uous end-to-end program support
• Liaise s with the Chief Privacy Officer, Manager, Privacy & Records Management, Privacy Leads , and General Counsel when responding t o privacy requests and breaches
• Maintain s business process integrity through timely and accurate entry into the CRM (Client Relat ionship Management) application and electronic filing system to capture details regarding privacy request s
• Prepares documentation and correspondence that is often time sensitive and confidential
• Tracks expenses in financial system and monitors budgets
• Assists with updating policies, proced ures, and related documentation
• Actively monitors the privacy portal pages and routinely updates with new privacy content such as FAQ’s, procedures, contact information, etc.
• Coordinates meetings and activities for the Privacy Operation s Group , RIM , and ad h oc meetings including minute taking and distribution
• Coordinates logistics for in person or virtual events
• Organize s and edits corporate documentation such as Decision Support Sheets (DSS), committee work plans, quarterly and annual reports , etc .
• Coordinates and schedules mandatory training for privacy an d records management, monitors module completion, tracks attendees , and dis tributes materials and surveys
• Participates in projects by attending project meetings, tracking activity , and preparing reports

EDUCATION AND EXPERIENCE

• Two or three-year certificate or diploma program in a related field (i.e. Information Management , Business Administration, etc.)
• A minimum of 2 years of experience providing administrative and/or program coordination support to a fast-paced organization or team
• Demonstrated e xperience working with in a high volume, deadli ne/emergency driven environment
• Experience with various databases, electronic document management systems, and client relationship management systems
• Demonstrated experience with Microsoft Office Suite, calendars , mail and courier systems
• Experience with agenda preparation and minute taking
• Knowledge of privacy principles, processes, and legislative requirements considered a strong asset

SKILLS AND ABILITIES

• Ability to work independently, take initiative, and use sound judgment to make decisions
• Experience in handling confidential and sensitive information and communicating clear messages internally and externally with an ability to maintain strict confidentiality and discretion
• Proven organizational skills with the ability to determine and deal with multiple and/or competing priorities in a timely manner
• Adaptable, flexible, and the ability to learn new applications and programs quickly
• Highly ef fective communication skills (written and verbal) with the ability to interact with a high degree of professionalism with vario us levels of an organization as well as external stakeholders
• Ability to foster collaborative working relationships with other busine ss units ( Contracts , IT, Finance, etc.)
• Proactive, strong sense of urgency , and able to anticipate administrative needs
• Detail-oriented with exceptional analytical and problem-solving skills
• Bilingualism (English/French) an asset

POSTING DETAILS

• Job type: This is a regular full-time opportunity.
• This posting is for an e xisting vacancy.
• Salary range: $59,400 to $69,000 – this role is classified as a level 6
• Location:   Hybrid - Primary Remote . You can work from a home-based office the majority of the time within the provinces of Ontario and Québec, with regular on-site presence at the CMPA office (1-2 days per week). If you prefer, you can choose to work out of the CMPA office in Ottawa, Ontario near the beautiful Dow’s Lake.
• Skill assessment: selected candidates may be required to complete a skill assessment
• Application deadline: July 27, 2026 at 4:00pm EST

The CMPA is an equal opportunity employer and is committed to being responsive to those living with disabilities and strives to prevent and remove barriers to accessibility. The CMPA will provide support and accommodation in its recruitment processes to applicants living with disabilities. If you are invited to participate in an interview and/or skills assessment and have accommodation needs, please let us know.

Equity, diversity, and inclusion (EDI) is a key priority, and we actively strive to build a culture of inclusion where employees can be their authentic selves and are valued for their diverse experiences and perspectives.

We welcome and encourage candidates from diverse backgrounds and a variety of lived experiences to apply.

The CMPA offices, located in Ottawa, are located on the unceded, unsurrendered Territory of the Anishinaabe Algonquin Nation, whose presence here reaches back to time immemorial. We honour and pay our respect to these lands, and to all First Nations, Inuit and Métis Peoples throughout Turtle Island .