Job Description
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
$4,248.68 - $5,181.77 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 UBC’s 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 one’s own.
Demonstrates a commitment to enhancing one’s 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.
About Us
The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities globally. A large part of what makes us unique is the community of engaged students, faculty, and staff who are collectively committed to shaping a better world.
Recognized as a leading employer in British Columbia and Canada, UBC supports inspired students, faculty and staff on their journey of discovery, and challenges them to realize their greatest potential. New ideas, changing infrastructure, innovative technology, and fresh approaches are opening up possibilities for the future of research, teaching, and work. Are you ready to embrace the future together?
Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, ****** orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, and/or Indigenous person.
All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.
If you have any accommodation or accessibility needs during the job application process, please contact the Centre for Workplace Accessibility at
[email protected]
.
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
$4,248.68 - $5,181.77 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 UBC’s 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 one’s own.
Demonstrates a commitment to enhancing one’s 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.
About Us
The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities globally. A large part of what makes us unique is the community of engaged students, faculty, and staff who are collectively committed to shaping a better world.
Recognized as a leading employer in British Columbia and Canada, UBC supports inspired students, faculty and staff on their journey of discovery, and challenges them to realize their greatest potential. New ideas, changing infrastructure, innovative technology, and fresh approaches are opening up possibilities for the future of research, teaching, and work. Are you ready to embrace the future together?
Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, ****** orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, and/or Indigenous person.
All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.
If you have any accommodation or accessibility needs during the job application process, please contact the Centre for Workplace Accessibility at
[email protected]
.
💡 Quick Summary
Seeking a career-building opportunity? The Freedom of Information Records Processing Assistant position is now open for candidates interested in the Operations Executive Jobs sector. This role in Vancouver offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Operations Executive Jobs is a plus.
