• Lead the implementation of the Corporate Records Management Program and help to deliver ongoing training for staff and directors.
  • Monitor, and maintain the Corporate Records Management program and associated policies, seeking approval of the Congregational Leadership Circle (CLC) or their designate, for changes to the program or policies as required.
  • Provide advice and direction to Sisters and/or staff regarding current records held.
  • Collaborates with the key stakeholders including the CLC, the Treasurer and Director of Finance and Investments, the Archivist, and the HR Director to ensure the continuing success of the program.
  • Develop, maintain, and ensure the application of the Corporate Records Retention policy.
  • Monitor new regulations and practices regarding records management and make recommendations to the CLC or their designate.
  • Maintain Board and committee meeting schedules, including booking meeting space, setting up virtual meetings, facilitating IT issues before/during meetings, booking meals, accommodation, refreshments as necessary.
  • Prepare agendas for the official meetings of the CLC and at the request of the Congregational Leader communicate pertinent decisions to the entire Congregation.
  • Collaborate with the Congregational Archivist regarding documents of an archival nature.
  • Write letters and/or prepare documents as the Congregational Leader or other CLC members direct.
  • Custodian of the corporate seal.
  • Responsible for the maintenance of records, documents, and statistics pertaining to the Congregational life such as Sisters’ personal files, POAs and Chapter proceedings.
  • Maintain Council/Corporate calendars as requested.
  • Maintain list of members, data for communication, and work with Administrative Assistants to ensure information is distributed as directed.
  • Oversee Board seasonal appreciation gift lists, Congregational directories, reading material orders for members.
  • Tending to various other tasks “as assigned” from time to time.


  • A willingness to learn about and understand the Congregation’s activities, ministries, priorities, mission, and values.
  • Working knowledge of canonical and civil legislation affecting Charities and religious Congregations in Ontario/Canada.
  • Demonstration of “presence” and excellent communication skills.
  • Sensitivity and intuition toward CLC members, Sisters, and Senior Management.
  • Ability to read signals and provide early warnings to CLC and management about potential issues and opportunities.
  • Strong Records Management experience and skills.
  • Detail-oriented.
  • Strong analytical skills.
  • Flexible and creative.
  • Maintain a sense of balance no matter how pressured a situation.
  • Confidentiality.


  • Completion of a post-secondary degree or diploma in information management, library sciences, archival studies, or management information systems.
  • At least two years of related work experience with a functional file classification system (ISO 15489).
  • At least two years of related work experience with records retention and disposition schedules.
  • Understanding of legislation related to records including PHIPA.
  • Proficient written and verbal skills.
  • Strong organizational skills.
  • Intermediate computer skills: Microsoft Office Suite, Zoom, and Teams.

The closing date is March 19th, 2021.  Salary is negotiable. 

Send resume and cover letter to:
Dorothy Freymond
Director of Human Resources
Congregation of the Sisters of St. Joseph in Canada