Edmonton Catholic Schools is now accepting applications for the position of Research and Records Management Specialist (Existing position) Edmonton Catholic Schools is a large urban school district whose mission is to provide a Catholic education that inspires students to learn and that prepares them to live fully and to serve God in one another. The District is comprised of over 40,000 students and 3,500 employees in 89 schools and other sites. For further information on this job opportunity, please contact Val Schlosser, Manager, District Monitoring at Valerie.Schlosser- Legere@ecsd.net. Other duties as required. Please email a letter of interest and resume by 9:00 a.m., Monday, February 1, 2016 to: Corinne King, Manager, Staffing Human Resource Services resumes@ecsd.net Prior to employment, successful candidates will be required to submit Police Information Check and Intervention Record Check documents. We thank all candidates for their interest. Only applicants considered for the position will be contacted. The incumbent is responsible for providing assistance to the Manager of District Monitoring in identifying, developing, and providing research support of district initiatives. The incumbent is also responsible for providing assistance to the Manager of District Monitoring to develop, deliver and ensure that the operation of the district is in accordance with the FOIP Act while considering other pieces of legislation in addition to developing records management policies and procedures. This is a full time, permanent, Out of Scope, Level 5 position with a salary range of $67,041.00 - $83,814.00 to commence as soon as possible. Primary Duties: Assists with the collection, analysis, and reporting of district testing and surveying; Assists with approved projects related to district initiatives, research and assessment endeavors; Responsible for official FOIP access requests, reviews and inquiries within the district; Provides FOIP and records management information to schools and departments, develops district guidelines in compliance with the FOIP Act; Provides records management advice to schools and departments; Provides orientation and in-services for district staff as required; Writes programs, applications and edit profiles used in electronic data collections; Other duties as required. Qualifications: Undergraduate degree or equivalent with coursework in statistics, computing and data collection techniques; Experience in computing, statistical analysis, data management, data validation; FOIP certification through University of Alberta, Grant MacEwan, Government of Alberta; Knowledge of current orders/tests and policies; Experience in completing FOIP requests; Experience with records management; Experience with Microsoft Word, Excel, PowerPoint, Access, SharePoint, PowerSchool, eluminate; Familiarity with the Catholic educational system. Applicants with lesser qualifications may be considered for lower positions in District Monitoring. A complete job description is shown below.
JOB IDENTIFICATION: Incumbent: Vacant Current Classification Level: 05 Supervisor s Name: Location: Catholic Education Services Working Title: Research and Records Management Specialist Requested Classification Level: Supervisor s Working Title: Manager, District Monitoring Department: Educational Planning Program: District Monitoring PRIMARY FOCUS/OVERALL ACCOUNTABILITY: Provide a brief summary of the job, covering the main responsibilities, the framework within which the job has to operate and the main contribution to the organization. The job provides services related to applied educational research, Freedom of Information and Protection of Privacy (FOIP), and records management. Primarily, the job is responsible for identifying, developing, and providing statistical and demographic information in order to support district initiatives involving quantitative and qualitative data analysis in the areas of assessment, educational research, and privacy. In the additional capacity of Alternate FOIP Coordinator, the incumbent ensures that the operation of the district is in accordance with the Act while considering other pieces of legislation. The job is also responsible for the development of records management policy and procedures within the district in accordance with FOIP. The job is one of two working under the guidance of the Manager, District Monitoring. JOB RESPONSIBILITIES AND ACTIVITIES: Normally a job has four to eight core responsibilities, each of which shows what the job is accountable for, within what framework, and what the added value is. For each responsibility, approximately four major activities should be described. List the core responsibilities in descending order of importance. 1. Analysis and provision of statistical and demographic data Assist in the development of data collection methodology based on emerging research questions using surveys, literature searches, and literature reviews Report results of applied educational research to the manager Assist in the analysis of achievement, satisfaction, attendance, enrolment, and other data based on student and parent First Nations, Metis and Inuit (FNMI) self-identification for Aboriginal Learning Services Assist manager with analysis of the district results of the provincial testing program through drafting of reports 2. Data management, research, and assessment endeavours Develop and manage electronic data collection for literacy projects for all schools and grade levels Monitor student literacy levels and assist in the identification of at-risk students for consultant intervention Assist in the provision of school-level accountability and student assessment data to each school in electronic and/or hard copy format Assist manager in reporting the results of the District Exams in high school subject areas Draft documents in response to queries related to planning and program evaluation 3. Records Management Collaborate with other departments to ascertain current records status and records management practices Consult with departments in an overall needs assessment inventory Analyze requirements for new policy development including legal aspects Create new guidelines for records management based on stakeholder needs Develop new records management policy Advise and assist stakeholders in implementation of records management procedures Conduct audits to ensure compliance Review and revise policy and practices on a scheduled basis. 4. FOIP Activities Receive and process formal access requests for information and evaluate privacy complaints in accordance with the Revised November 13, 2014 1
JOB RESPONSIBILITIES AND ACTIVITIES: Normally a job has four to eight core responsibilities, each of which shows what the job is accountable for, within what framework, and what the added value is. For each responsibility, approximately four major activities should be described. List the core responsibilities in descending order of importance. FOIP Act, Student Record Regulation, the Education Act, and other relevant orders/acts Train staff members with regards to: access requests, complaints, reviews and inquiries Develop district guidelines and information packages for staff to ensure that data collection and dissemination is compliant with the Act. Advise staff on situations requiring privacy considerations Support the Records and Information Management Facilitator with assistance in dealing with student records requests from individuals, parents, agencies, and law firms Participate in FOIP Coordinators Network meetings and training sessions. 5. Provision of analytic and technical expertise Maintain the District Monitoring portal site with test schedules, FOIP and records information Update and support information in the portal pertinent to each school enabling trend analysis Write programs, applications, and edit profiles used in the electronic data collection, analysis, and reporting of tests and surveys 6. Professional Development Maintain knowledge through training development activities Review practices and implement changes to enhance work efficiency Identify training needs. PROBLEM SOLVING: Describe difficult or challenging situations the position is typically expected to solve; the degree of originality of the solutions; assistance available; and any problems or decisions that must be referred to a supervisor for resolution or approval The incumbent is hired based on experience in records and privacy management and the professional expertise to research, develop, and report on assessments and student data. Problem-solving and innovation are daily demands for this position because the focus is on providing service related to planning and policy. Research questions emerge constantly and these require timely responses to new sets of circumstances necessitating research, collaboration, and resolution. The incumbent must demonstrate innovation in solving these challenging situations. All possible options must be evaluated based on the individual s knowledge of the FOIP Act, records, and assessment, and then report back to the requestor with recommendations or solutions. The unit responsible for measurement and applied research in the district, and as a member of that unit, the incumbent must consistently monitor research methodology for reliability and validity issues. The reports generated are complex, lengthy, and require complete accuracy and attention to detail. Accurate reporting is crucial for planning and decision making at a district level. Student performance reports must be readily available to schools to make responsible decisions about programs or interventions to benefit students. The manager approves all projects and is available for assistance. Un-anticipated issues are often related to the proliferation of technology and social networking. This type of challenge as well as district decisions regarding privacy or records management would typically involve collaboration with other departments. ORGANIZATIONAL DATA: Identify any measurable areas upon which the job has either direct or indirect impact. Measures that may be included are: number of staff supervised, annual operating budget, number and size of projects, clients served or any other significant values. Include examples that indicate the size of the job. Attach a complete Organization Chart that includes supervisor, peers, direct reports and staff. The job has multiple demands and the incumbent must balance competing priorities in a fast-paced environment with tight deadlines. The job has an impact across the District. The research information provided is used by departments and schools in decision-making and anticipating future educational needs. Revised November 13, 2014 2
As Alternate FOIP Coordinator, the incumbent has contact with schools and departments dealing with and solving privacy requests or issues. In the records management capacity of the position, the incumbent deals with departments, schools, and unit staff. REPORTING RELATIONSHIPS: Identify the jobs and the number of incumbents within each job that report directly to you. Provide a brief summary of each subordinate job s purpose. Job Title Job Responsibilities CONTACTS: Identify internal and/or external contacts such as co-workers, clients, stakeholders and partners. Indicate the nature and purpose of contact (i.e. to deliver information, present data, negotiate contracts, etc.) and frequency (daily, weekly, monthly etc.). Contact Nature and Purpose Frequency District staff To provide expertise and respond to inquiries Daily To resolve problems Other school jurisdictions To provide and exchange information Network of professional contacts Legal Services FOIP Network To attend meetings on behalf of the District To obtain expert legal advice To collaborate and share information To resolve problems To attend meetings on behalf of the District Job Qualifications: Include a list of the most important knowledge factors, including knowledge about practical procedures, specialized techniques etc. Outline specific training that is needed to do the work and any occupational certification/registration required for the job. Include a list of competencies (skills and abilities) critical in performing the job. Knowledge and Experience Competencies Degree in an area related to Arts, Sciences or Education, or equivalent, plus coursework in computing, statistics, and research Five years of directly related experience Records Management designation and FOIP certification is preferred Knowledge of records management and FOIP principles, practices and legislation Knowledge of data collection techniques and research methodology for quantitative and qualitative analysis Understanding current FOIP orders and reviews made by the Office of the Information and Privacy Commissioner of Alberta. Proficiency in statistical analysis software, electronic student records and reporting databases, Word, and electronic scanning technology Knowledge of the district s policies, cultural environment, and business as well as operations of the educational system. Excellent oral and written communication skills with demonstrated ability to compose comprehensive research reports and privacy correspondences Strong analytical and problem solving skills and the ability to be pro-active and generate new ideas, initiatives, and approaches to enhance unit s mandate Ability to be a self-starter, independent thinker, and to work under limited supervision in order to meet objectives and timelines Ability to respond to multiple job demands and to balance competing priorities in a fast-paced environment with tight deadlines Ability to respond accurately, timely, and completely to FOIP-related questions and inquiries maintaining strict confidentiality as required by FOIP legislation Attention to detail and ability to work with numbers and demographic data Strong interpersonal and public relations skills Group facilitation skills with strong mediation and negotiation skills Strong technical writing skills and the ability to convey Revised November 13, 2014 3
complex information so that it is understood by a broad range of stakeholders Ability to work in a team setting in a cooperative manner Organizational Chart Assistant Superintendent Office Manager Director, Early Learning Educational Planner Manager, District Programs Manager, District Monitoring Manager, Transportation Services Partnership Development Coordinator temporary salary Research Assistant (2 jobs) Research Specialist Research and Information Specialist (2 jobs) Records and Information Management Facilitator Educational Planning 11/25/2014 Signatures The signatures below indicate that the incumbent, supervisor and principal/director have read, discussed, and agreed that the information accurately reflects the work assigned. Incumbent Supervisor Manager This information is being collected under the authority of Board Governance Policy EL# 5 relating to Freedom of Information and Protection of Privacy (FOIP) Act and will be used to allocate positions within a classification plan and to manage the Edmonton Catholic School District s human resources program. If you have any questions about the collection of this information, contact the Director, Human Resource Services at 441-6061. Revised November 13, 2014 4