Freedom of Information Records Processing Assistant

Staff - Non Union

Job Category

Executive Administrative Staff

Job Profile

Non Union Salaried - Administrative Assistant 2

Job Title

Freedom of Information Records Processing Assistant

Department

Information and Privacy University Counsel Office

Compensation Range

$4248.68 - $5181.77 CAD Monthly

Posting End Date

January 30 2026

Note : Applications will be accepted until 11 : 59 PM on the Posting End Date.

Job End Date

February 28 2027

This is a full-time term position of 1 (one) year.

At UBC we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research innovation and learning for all faculty staff and students. Our commitment to employment equity helps achieve inclusion and fairness brings rich diversity to UBC as a workplace and creates the necessary conditions for a rewarding career.

Job Summary

The Office of the University Counsel is responsible for managing all of UBCs legal affairs (with the exception of labour and employment matters) and provides a supportive and collegial work environment.

Reporting to the Legal Counsel the successful candidate will be expected to provide administrative and clerical support in relation to information requests (FOI requests) made to UBC under the BC Freedom of Information and Protection of Privacy Act . The work which is highly confidential requires a thorough knowledge of FOI request procedures department functions and University policies.

Organizational Status

Reports to the Legal Counsel in the Office of the University Counsel.

Work Performed

Provides administrative and clerical support to the Freedom of Information Specialists and the Freedom of Information Assistant in the Office of the University Counsel by :

Coordinating processes relating to FOI requests;

Entering information into systems used for tracking FOI requests and related files;

Drafting acknowledgements and other correspondence related to FOI requests;

Locating gathering sorting and compiling records in response to FOI requests;

Printing scanning or copying records and filing them in electronic systems;

Reviewing records investigating and determining information that is relevant to FOI requests and taking appropriate notes;

Reviewing records to locate sensitive information such as personal information;

Redacting sensitive information from documents as directed by the Freedom of Information Specialists and / or the Freedom of Information Manager;

Communicating with faculty staff and third parties (via email on the telephone or in person) about FOI requests and related matters;

Filling in for Freedom of Information Specialists or the Freedom of Information Assistant as needed; and

Providing other clerical and administrative support to the Freedom of Information Specialists Freedom of Information Assistant and other staff in the Office of the University Counsel as required.

Consequence of Error / Impact of Decisions

This role has access to information of a highly confidential and sensitive nature and must be able to recognize the sensitivity of issues and constantly maintain the strictest confidentiality. The position is also responsible for ensuring FOI requests are processed within legislated timelines. Errors delays or incorrect decisions may result in violations of the BC Freedom of Information and Protection of Privacy Act.

Supervision Received

Works independently under minimal supervision. Performs most duties independently occasionally consulting the Freedom of Information Specialists and / or Manager Freedom of Information Assistant with reference to new or complex problems.

Supervision Given

May oversee and direct work of employees in lower classifications.

Minimum Qualifications

High school graduation plus 1 year of post-secondary education plus 4 years of related experience; or an equivalent combination of education and experience.

Ability to compose complex correspondence. Effective communication skills. Ability to exercise tact and discretion with faculty staff students and the public in giving and obtaining information explaining practices and procedures. Ability to coordinate and direct the work of others.

Willingness to respect diverse perspectives including perspectives in conflict with ones own.

Demonstrates a commitment to enhancing ones own awareness knowledge and skills related to equity diversity and inclusion.

Preferred Qualifications

Proficiency with MS Office (MS Office 2000 and above) Adobe Acrobat Pro and email.

Training or experience in records management and the coordination and administration of the BC Freedom of Information and Protection of Privacy Act or similar legislation preferred.

Experience in managing caseloads and meeting deadlines in a high-volume service environment preferred.

Knowledge of UBC policies and procedures preferred.

Analytical and critical thinking skills including the ability to quickly analyze large volumes of complex information.

Ability to prioritize and complete work assignments under tight deadlines including assignments involving complex issues conflicting priorities and multiple stakeholders.

Sound decision-making and problem-solving skills.

Strong research skills.

Ability to maintain accuracy and attention to detail.

Effective organizational skills especially those applied to maintaining electronic files and tracking systems.

Ability to communicate effectively both orally and in writing.

Ability to exercise tact and discretion.

Ability to deal with a diversity of people in a calm courteous and effective manner.

Ability to quickly learn new technologies and systems.

Required Experience :

Junior IC

Key Skills

Active Directory,Data Entry,Customer Service,Company Website,office supplies,desk support,POS,Troubleshoot,Computer System,laptops,Printers,Setup,Powerpoint,hardware,Technical Support

Employment Type : Full-Time

Experience : years

Vacancy : 1

Monthly Salary Salary : 4248 - 5181