Legal Assistant, Privacy and Immigration

Job title:

Authorized Assistant, Privateness and Immigration

Firm

College of Waterloo

Job description

Overview

The Authorized Assistant, Privateness and Immigration represents the Mission and Values of Authorized & Immigration Companies (LIS). The incumbent performs an important position in supporting the environment friendly operation of the division of Authorized and Immigration Companies. This place includes a mixture of administrative, organizational, and communication tasks to make sure the college’s compliance with info, privateness, and immigration/visa laws and safety of delicate info.

This position supplies direct administrative help the Authorized Counsel, the Assistant Director, Immigration & Visa Companies, and the Info Privateness Analyst, together with documentation preparation and report writing, reviewing requests and proposals, evaluation of information, file conserving, room bookings, scheduling conferences and appointments, and different operational help as required. Reporting collectively to the Authorized Govt Officer, this place assists with the general effectivity by aiding with the day-to-day operations and co-ordination of administrative operations of LIS.

The Authorized Assistant, Privateness and Immigration fosters sturdy info and privateness practices, collaborating with numerous departments together with exterior stakeholders to facilitate info and privateness associated initiatives and requests.

The Authorized and Immigration Companies staff fulfills the College’s obligations below the Freedom of Info and Safety of Privateness Act (FIPPA).

Tasks

Administrative and Operational Help

• Function the skilled first level of contact for info and help for school, workers, college students, and shoppers associated to immigration/visa issues, info and privateness functions, requests, and inquiries
• Handle workplace correspondence, together with emails, telephone calls, and mail
• Set up the processing of functions, requests, inquiries, and assessments associated to info and privateness issues
• Put together and distribute official paperwork, assessments, and displays
• Generate common stories on info and privateness associated actions and incidents for inside and exterior stakeholders
• Help with the investigation and evaluate course of of knowledge and privateness breaches
• With the help of digital information administration methods, manages authorized submitting for recordsdata dealt with by Authorized Counsel, in accordance with LIS processes, authorized necessities, and College Coverage, making certain efficient administration of confidential and delicate info
• Digitization and preservation of recordsdata and information administration utilizing the database administration system
• Ensures correct and up-to-date documentation of processes and procedures whereas selling a tradition of steady enchancment when it comes to effectivity and leveraging methods capacities and applied sciences
• Could also be required to supply extra help throughout the workplace

Info and Privateness Administration

• Set up and course of Freedom of Info and Safety of Privateness Act (FIPPA) functions, requests and inquiries, together with however not restricted to:

• Guaranteeing well timed responses of requests, assembly deadline necessities persistently;
• Verifying id of requestors previous to launch of requests for private info;
• Drafting and delivering receipt letters;
• Preparation of determination letters; and,
• Processing charges obtained for requests.
• Populate and manage weekly reporting templates and requests for senior management
• Facilitate casual requests for stories and documentation, together with however not restricted to police stories
• Help with the investigation and documentation of complaints and breaches
• Set up annual statistical reporting for the Info and Privateness Commissioner of Ontario (IPC).

Immigration and Visa Companies Administration

• Function the preliminary contact for info and help for school and workers associated to immigration and visa processes
• Work collaboratively to help the Pupil Success Workplace’s Immigration Consulting staff for pupil immigration and visa processes
• Present steerage on visa functions, work permits, and different immigration-related issues
• Help with the creation and submission of required immigration paperwork and functions
• Monitor doc expiration dates and proactively talk with people to make sure well timed renewals
• Course of documentation, updates, and evaluate of latest hires for accuracy, completion, and compliance with immigration and visa necessities:

• Workday information of latest workers
• Appointments of contract workers who usually are not workers (together with, however not restricted to Put up Docs, Analysis Associates, Visiting Students, Researchers and so forth.)
• Administration and analysis help for audits from Immigration Canada
• Help with the preparation of the annual U15 – Universities Canada Survey for Immigration Canada

Knowledge Coordination and Compliance

• Help in monitoring the college’s compliance with related legal guidelines and laws
• Analysis the newest modifications to insurance policies, laws, and updates
• Discover related post-secondary establishments to be well-informed of knowledge and privateness traits in increased schooling through environmental scanning
• Keep up-to-date information of paperwork, together with inquiries, incidents, and resolutions
• Retain correct and confidential information and statistics for reporting functions
• Generate stories and analyses to help within the analysis of the effectiveness of the data and privateness providers
• Help within the improvement and upkeep of practices and procedures for the college associated to info and privateness.

Communication and Outreach

• Operate because the central level individual for info, privateness and vis/immigration associated communication, organizing inter-departmental and intra-departmental communication
• Help in organizing coaching periods, workshops, and occasions for the college neighborhood
• Contribute to the creation of instructional supplies and assets associated to consciousness and tasks of knowledge and privateness laws
• Collaborate with different departments to advertise info and privateness initiatives and greatest practices
• Usually replace the college neighborhood on modifications to info and privateness insurance policies and procedures that will have an effect
• Liable for present and related info relating to info and privateness content material on the LIS web site
• Liaise with different post-secondary establishments to remain knowledgeable and to debate the newest greatest practices throughout the info and privateness portfolio

{Qualifications}

• Put up-secondary diploma or diploma in a related discipline or equal mixture of schooling and expertise
• 5 plus years of administrative expertise supporting administration, ideally in a post-secondary setting
• Expertise in an workplace surroundings that performs legislatively pushed, excessive stage steerage and data to shoppers and stakeholders
• Normal understanding of Canadian info and privateness legal guidelines and laws most popular
• Capability to adapt to evolving privateness legal guidelines and applied sciences affecting increased schooling
• Demonstrated expertise working in a extremely confidential surroundings on the government stage
• Supplies courteous, well timed, and environment friendly service whereas reflecting a constructive perspective
• Confirmed potential to handle a big quantity of authorized recordsdata, conflicting priorities and competing deadlines
• Wonderful Oral and written communication expertise to obviously categorical concepts in an goal method and adapt communication model to swimsuit the state of affairs and viewers
• Have the flexibility to know and respect various factors of view about complicated and infrequently inter-related points
• Demonstrated potential to multi-task, take initiative, to work independently, keep an organized work surroundings, and be a part of a staff in a fast-paced surroundings
• Organizational and planning expertise, with the flexibility to assume logically and anticipate outcomes
• Excessive moral requirements with a powerful dedication to take care of confidentiality and deal with delicate info with discretion
• Resourceful, inventive, and a radical researcher, and problem-solver
• Sound judgment and private {and professional} integrity
• Demonstrated potential to know and resolve exterior and inside companion points
• Capability to take care of a constructive, skilled perspective with real customer support orientation with a capability to use tact and diplomacy when coping with delicate consumer points
• Capability to observe formal enterprise practices with excessive consideration to element
• Adapts readily and successfully to altering priorities and calls for
• Excessive moral requirements with a powerful dedication to take care of confidentiality and deal with delicate info with discretion
• Capability to work together professionally with senior administration, college students, workers, school, and different members of the College neighborhood
• This place works independently and collaboratively and requires excellent consumer service, sound judgment, private {and professional} integrity, a powerful work ethic and a capability to work below difficult time constraints with competing priorities
• Intermediate proficiency required in Microsoft Workplace as a way to put together formal correspondence, paperwork, emails, memos, and enter departmental information into spreadsheets and databases
• Information and demonstrated expertise with digital information administration submitting methods, Adobe functions, and SharePoint, a most popular asset
• Familiarity with the College of Waterloo’s insurance policies and tips most popular

Fairness Assertion

The College of Waterloo acknowledges that a lot of our work takes place on the standard territory of the Impartial, Anishinaabeg and Haudenosaunee peoples. Our principal campus is located on the Haldimand Tract, the land granted to the Six Nations that features six miles on all sides of the Grand River. Our energetic work towards reconciliation takes place throughout our campuses by means of analysis, studying, instructing, and neighborhood constructing, and is co-ordinated throughout the .

The College values the various and intersectional identities of its college students, school, and workers. The College regards fairness and variety as an integral a part of educational excellence and is dedicated to accessibility for all workers. The College of Waterloo seeks candidates who embrace our values of fairness, anti-racism and inclusion. As such, we encourage functions from candidates who’ve been traditionally deprived and marginalized, together with candidates who establish as First Nations, Métis and/or Inuk (Inuit), Black, racialized, an individual with a incapacity, ladies and/or 2SLGBTQ+.

All certified candidates are inspired to use; nevertheless, Canadians and everlasting residents will likely be given precedence.

The College of Waterloo is dedicated to accessibility for individuals with disabilities. You probably have any software, interview, or office lodging requests, please contact Human Sources at or 519-888-4567, ext. 45935.

Anticipated wage

$59127 – 73909 per 12 months

Location

Waterloo, ON

Job date

Fri, 05 Jan 2024 00:24:37 GMT

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