Job Description

Why join us?

Are you looking to join a dynamic pension plan that embodies the strong values of its 500,000 members and is an industry leading global investor? If so, we would love to tell you our story.

At OMERS we put our people first and are proud to embrace the diversity of thought and leadership that comes from having locations in Toronto, London, New York, Singapore, Sydney and other major cities across North America and Europe. Our culture is truly one of a kind. We get stuff done, and have fun doing it! We take great pride in contributing to the communities where we live with an ever-constant eye to the global investment markets.

We are looking for a motivated Senior Information Management Specialist to join the dynamic Architecture, Infrastructure, Data & Analytics (AIDA) team within OMERS Data & Technology. AIDA applies data, analytics, and AI to develop scalable and appropriately governed solutions that drive sustainable growth at OMERS.

Summary

Reporting to the Manager of Information Management, in this role you will:

• Contribute to the modernization journey of information management at OMERS in multiple ways, from strategy to execution, operations, and learning.
• Operationalize Records and Information Management (RIM) capabilities for electronic information across the entire Information Lifecycle (Create, Store, Use, Share, Archive & Destroy), to improve efficiency, promote transparency and enable business insight.
• Operationalize Retention and Disposition capabilities for data stored in Microsoft 365 and establish processes to monitor and manage ongoing disposition reviews across the organization.
• Support records and information management operations.
• Participate in enterprise-wide projects and initiatives to streamline information management practices and migrate content from heritage platforms to modern workplace solutions such as M365 SharePoint/Teams.
• Provide Information and Records Management advisory services, training, and enablement to employees across the organization.

To be successful in this role, you will develop and nurture strong relationships with key partners (including Technology Teams, Risk, Privacy, Cybersecurity, Internal Audit, Compliance) and OMERS Business Units to enable information management solutions in alignment with applicable laws, regulations, industry standards and best practices which govern the handling of records and data. You will also develop, implement, and maintain key processes and controls for complying with those requirements, such as data retention and disposition processes. In doing so, you will directly strengthen our compliance practices and help optimize the ability of data to support a diverse array of global business functions.

As a member of this team, you will be responsible for:

• Participating in enterprise-wide services to operationalize retention and disposition policies/labels on platforms such as Microsoft 365 Online (Exchange Online, OneDrive, SharePoint & Teams).
• Participate in content clean-up initiatives with various business functions in the organization, providing guidance on content clean-up and migration best practices.
• Working with business functions to design and develop file plans that will serve as Official Record Repositories.
• Developing official record classification and retention labeling procedure and guidelines for Business Functions across the OMERS organization.
• Working with the Information Governance and Technology teams to establish reporting and monitoring capabilities for Microsoft 365 retention.
• Working with OMERS Business Functions, Information Governance and Technology Teams to manage disposition trigger events and conduct disposition reviews for electronic records stored in the Microsoft 365 environment.
• Participate in the analysis of data and migration activities to clean-up content stored on legacy platforms such as Network Drives.
• Create educational materials and best practices such as SharePoint & Teams Site usage best practices.
• Assist with the establishment and ongoing operational activities related to the Data Stewardship Program to enable management and oversight of our organizational data assets.
• Drive a culture of compliance and innovation by delivering records and information management related training, awareness, and enablement programs.

To succeed in this role, you have:

• Degree or diploma in Archives, Information Studies, Library and Information Science, Information Technology Management, Law, Compliance or Policy Management AND/OR relevant professional certification, such as Certified Records Manager (CRM), Certified Records Analyst (CRA), Information Governance Professional (IGP) or Certified Information Professional (CIP).
• 5+ years experience working as an Information Management specialist (or similar) on Enterprise Content Management (ECM) and/or Migration projects.
• Experience to capture business/functional requirements and articulate as process workflows using system mapping tools such as Visio and translate into User Stories.
• Ability to analyze and understand business information and records management requirements to develop business solutions.
• Good understanding of records/data retention, disposition, legal holds, archival preservation, content management systems and information governance standards and best practices.
• Ability to build relationships and facilitate discussion across a diverse group of stakeholders from different business units.
• Demonstrated experience in project and time management.
• Polished written communication and dynamic presentation skills targeted at all levels of the organization.
• Experience with Microsoft Purview Compliance Portal is an asset.
• Organizational Change Management Experience is an asset.
• Experience automating or enhancing records and data management processes through the use of technology is an asset.
• Experience working in the Finance, Pensions, Investments or Commercial Real Estate sectors is an asset.
• Strong willingness and independent attitude in learning new things
• Experience in working with visualization tools such as PowerBI would be an asset.

We believe that time together in the office is important for OMERS and Oxford, the strength of our employees, and the work we do for our pension members. In delivering on our pension promise, keeping us connected to our work and each other, our flexible hybrid work guideline requires teams to come in to the office 3 days per week.

Our story:

Founded in 1962, OMERS is one of Canadas largest defined benefit pension plans, with $128.6 CAD billion in net assets as of December 31, 2023. OMERS is a jointly-sponsored pension plan, with more than 1,000 participating employers ranging from large cities to local agencies, and over half a million active, deferred and retired members. OMERS members include union and non-union employees of municipalities, school boards, local boards, transit systems, electrical utilities, emergency services and childrens aid societies across Ontario. Contributions to the Plan are funded equally by members and employers. OMERS teams work in Toronto, London, New York, Amsterdam, Luxembourg, Singapore, Sydney and other major cities across North America and Europe - serving members and employers and originating and managing a diversified portfolio of high-quality investments in public markets, private equity, infrastructure and real estate.

OMERS is committed to having a workforce that reflects the communities in which we live and work. We are an equal opportunity employer committed to a barrier-free recruitment and selection process. At OMERS inclusion and diversity means belonging. How we create a sense of belonging is through our employees and our vast network of Employee Resource Groups. Whether you are passionate about gender, pride, or visible minorities, we have groups that are focused on making a difference in all of our lives.

Omers