- 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.
- Strong analytical skills.
- Flexible and creative.
- Maintain a sense of balance no matter how pressured a situation.
- 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:
Director of Human Resources
Congregation of the Sisters of St. Joseph in Canada