Intermediate Specialist, Information Management

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Job Type:

Employee

Duration in Months (for fixed-term jobs):

24

Job Family:

Library and Archives

# of Open Positions:

1

Faculty/Service – Department:

Information and Archive Management

Campus:

Main Campus

Union Affiliation:

SSUO

Date Posted:

March 06, 2025

Applications must be received BEFORE:

March 17, 2025

Hours per week:

35

Salary Grade:

SSUO Grade 10

Salary Range:

$77,637.00 – $98,070.00

Position Purpose

Reporting to the Senior Director of Information and Archives Management, the Information Management Specialist is responsible for assisting the University of Ottawa to better manage its information management assets in the support and delivery of a sound records and information management solutions, with particular focus on the delivery of SharePoint Online collaboration sites, information classification and management of digital content. As our Information Management Specialist, you will play a key role in ensuring the information management program meets our legislative and business requirements by providing guidance and support to all Departments.

Specific Accountabilities

• You will play a key role in ensuring the Information Management Program meets our legislative and business requirements by providing guidance and support to all Departments across the University by ensuring application of policies and procedures, regulations and best practices, Classification and Retention Schedule, Corporate Taxonomy.
• By engaging units and key stakeholder across the University (Services, Faculties and Research), you will be able to assess information management practices, implement best practices and provide solutions to support effective management of information assets (paper and digital) in the Information and Archives Management Services team and among the wider university community.
• You will design and deliver migration plans for information currently in network drives or DocuShare or OneDrive to SharePoint Online collaboration sites ensuring classification of content once migrated, metadata definition and application that meet stakeholder requirements and align with the University’s Retention Schedule. You will also be monitoring the use to ensure continued alignment with compliance requirements and providing recommendations to modify when required.

Knowledge, Experience and Skills

• A university degree from a recognized university with specialization in Information Sciences, Archival Studies or Library Science. An acceptable combination of experience, education and/or training directly related to the position could also be considered.
• Demonstrated (within the last 5 years) and significant experience in the provision of IM related advice, services, support and products in a M365 environment, specifically SharePoint Online.
• Knowledge and experience in monitoring IM applicable federal and provincial legislation.
• Knowledge of lifecycle management of paper-based and digital information.
• Knowledge of technological trends and advances in management of government paper-based and digital information.
• Knowledge of information management industry standards and best practices.
• Demonstrated experience with the Information Management functions of M365 and SharePoint Online.
• Demonstrated experience in requirements gathering and business process analysis.
• Demonstrated experience in coordinating and facilitating consultations/audits or information sessions/trainings with working groups, users or stakeholders as a specialist ensuring high standards of service delivery and engagement.
• Demonstrated experience in change management and project management.
• Proven ability to work independently and collaboratively with peers as a team player mindset by motivating and uplifting the team.
• Demonstrates ability to be flexible, prioritize tasks and responsibilities and complete duties and projects within allotted time
• Demonstrated ability to develop and implement new working methods and analytical and problem-solving skills.
• Demonstrated ability to plan, organize, implement, manage and problem solve in a complex dynamic environment and to work under pressure with minimal supervision.
• Attention to detail, with a high degree of accuracy.
• Ability to seek relevant information, identify and evaluate options and choose the best solution.
• Excellent bilingual skills (French-English), both oral and written, to facilitate, present, advise and deliver training in both languages.
• Knowledge of copyright and intellectual property issues; Freedom of Information/Protection of Privacy (FOIPOP) legislation and requirements; and archival ethics.
• This position may be eligible for a telework arrangement. Learn more about our telework guidelines click here

#LI-Hybrid

Key Competencies at uOttawa:

Here are the required competencies for all or our employees at uOttawa: 

Planning: Organize in time a series of actions or events in order to realize an objective or a project. Plan and organize own work and priorities in regular daily activities.

Initiative: Demonstrate creativity and initiative to suggest improvements and encourage positive results. Is proactive and self-starting. Show availability and willingness to go above and beyond whenever it is possible.

Client Service Orientation: Help or serve others to meet their needs. This implies anticipating and identifying the needs of internal and external clients and finding solutions on how to meet them.

Teamwork and Cooperation: Cooperate and work well with other members of the team to reach common goal(s). Accept and give constructive feedback. Able to adjust own behaviour to reach the goals of the team.

The University of Ottawa embraces diversity and inclusion in the workplace. We are passionate about our people and committed to employment equity. We foster a culture of respect, teamwork and inclusion, where collaboration, innovation, and creativity fuel our quest for research and teaching excellence. While all qualified persons are invited to apply, we welcome applications from qualified Indigenous persons, racialized persons, persons with disabilities, women and LGBTQIA2S+ persons. The University is committed to creating and maintaining an accessible, barrier-free work environment. The University is also committed to working with applicants with disabilities requesting accommodation during the recruitment, assessment and selection processes. Applicants with disabilities may contact [email protected] to communicate the accommodation need. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Note: if this is a union position: The hiring process will be governed by the current collective agreement related to the union affiliation noted above; you can click here to find out more.

If this is a front-line position with responsibilities to interact with students, selected candidates must be rated at the Low Advanced proficiency level or higher for both oral comprehension and reading comprehension in their second official language. The rating is determined by a proficiency test designed by the Official Languages and Bilingualism Institute.

Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to be fully vaccinated against Covid-19 as defined in Policy 129 – Covid-19 Vaccination. This policy was suspended effective May 1, 2022 but may be reinstated at any point in the future depending on public health guidelines and the recommendations of experts.

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