Medical Protective Association jobs

• COORDINATOR, PRIVACY & RECORDS MANAGEMENT

CONTRIBUTING TO THE CMPA

POSITION OVERVIEW

POSITION ACTIVITIES

• Provides administrative support to the Privacy and Records Management department
• Monitors privacy inbox and tracks all activity for statistics and trending purposes
• Assesses and processes privacy requests, breaches, and complaints ensuring proper escalation, response, and follow-up as necessary
• Creates and follows workflow processes and procedures to ensure consistent and continuous end-to-end program support
• Liaises with the Chief Privacy Officer, Manager, Privacy & Records Management, Privacy Leads, and General Counsel when responding to privacy requests and breaches
• Maintains business process integrity through timely and accurate entry into the CRM (Client Relationship Management) application and electronic filing system to capture details regarding privacy requests
• Prepares documentation and correspondence that is often time sensitive and confidential
• Tracks expenses in financial system and monitors budgets
• Assists with updating policies, procedures, and related documentation
• Actively monitors the privacy portal pages and routinely updates with new privacy content such as FAQ’s, procedures, contact information, etc.
• Coordinates meetings and activities for the Privacy Operations Group, RIM, and ad hoc meetings including minute taking and distribution
• Coordinates logistics for in person or virtual events
• Organizes and edits corporate documentation such as Decision Support Sheets (DSS), committee work plans, quarterly and annual reports, etc.
• Coordinates and schedules mandatory training for privacy and records management, monitors module completion, tracks attendees, and distributes materials and surveys
• Participates in projects by attending project meetings, tracking activity, and preparing reports

EDUCATION AND EXPERIENCE

• Two or three-year certificate or diploma program in a related field (i.e. Information Management, Business Administration, etc.)
• A minimum of 2 years of experience providing administrative and/or program coordination support to a fast-paced organization or team
• Demonstrated experience working within a high volume, deadline/emergency driven environment
• Experience with various databases, electronic document management systems, and client relationship management systems
• Demonstrated experience with Microsoft Office Suite, calendars, mail and courier systems
• Experience with agenda preparation and minute taking
• Knowledge of privacy principles, processes, and legislative requirements considered a strong asset

SKILLS AND ABILITIES

• Ability to work independently, take initiative, and use sound judgment to make decisions
• Experience in handling confidential and sensitive information and communicating clear messages internally and externally with an ability to maintain strict confidentiality and discretion
• Proven organizational skills with the ability to determine and deal with multiple and/or competing priorities in a timely manner
• Adaptable, flexible, and the ability to learn new applications and programs quickly
• Highly effective communication skills (written and verbal) with the ability to interact with a high degree of professionalism with various levels of an organization as well as external stakeholders
• Ability to foster collaborative working relationships with other business units (Contracts, IT, Finance, etc.)
• Proactive, strong sense of urgency, and able to anticipate administrative needs
• Detail-oriented with exceptional analytical and problem-solving skills
• Bilingualism (English/French) an asset

POSTING DETAILS

• Job type: This is a regular full-time opportunity.
• This posting is for an existing vacancy.
• Salary range: $59,400 to $69,000 – this role is classified as a level 6
• Location: Hybrid - Primary Remote. You can work from a home-based office the majority of the time within the provinces of Ontario and Québec, with regular on-site presence at the CMPA office (1-2 days per week). If you prefer, you can choose to work out of the CMPA office in Ottawa, Ontario near the beautiful Dow’s Lake.
• Skill assessment: selected candidates may be required to complete a skill assessment
• Application deadline: July 27, 2026 at 4:00pm EST

The CMPA is an equal opportunity employer and is committed to being responsive to those living with disabilities and strives to prevent and remove barriers to accessibility. The CMPA will provide support and accommodation in its recruitment processes to applicants living with disabilities. If you are invited to participate in an interview and/or skills assessment and have accommodation needs, please let us know.