Information Management Administrator (Part Time)

Information Management Administrator (Part Time)
Location: Calgary Head Office
Job status: Part Time Permanent
Department:Information Management

Is this position safety sensitive: No

Apply today! Application Deadline is April 7, 2024 at 11:59.pm

What it’s like to Work Here
At Gibson Energy, we are powered by the diverse, skilled and innovative talent of our employees to ensure safe and responsible operations. Employees take pride in being a trusted member of our communities where we live, work and play to create a positive impact. It’s our people that make coming to work everyday enjoyable – sharing success together along the way.

The Gibson Way
Attracting and retaining the right people is key to our business strategy. For 70 years, Gibson Energy has been defined by people who seize opportunities and make exceptional customer service a part of everything we do.

The Business doesn’t successfully operate without ‘we’ collectively working together and ‘I’ contributing individually to achieve our goals. Transitioning from words on the wall to actionable values, provides a daily anchor for our colleagues and teammates to kick start their day with energy. By staying true to our values, we will continue to build a powerful presence in the industry, navigate change more successfully, and dominate our competition!

The ‘We & I’ play a very important role in our success!

• Contribute & Add Value Everyday
• Keep Our Edge & Be Resilient
• Stay Focused & Open-Minded
• Work it Out & Do it Together

This is what we are all about and we encourage you to learn more! Click Here: The Gibson Way

Interested?
This position is a part-time role (0.60 FTE), working in the Calgary office Tuesday, Wednesday and Thursday (or alternate mutually agreed to work schedule). The successful candidate is confident in their understanding of records management best practices and in parallel working with business groups to assist them with timely access to information and solving issues. Working closely with the Information Management team, to automate business groups’ administrative tasks and at the same time, managing the lifecycle of information be stored.

What You'll Be Doing

Managing Corporate Records

• Assisting employees create/revise policies, programs, processes, and procedures – using the correct templates and filling out governance requirements correctly (versions, approvals, etc).
• Quality control check of records loaded to the staging area – metadata is populated accurately.
• Archiving records in the records centre – moving expired contracts or governance documents to archive in the records centre.
• Act as the Records Management System (RMS) Administrator.
• Working on projects to apply retention to active physical records in file rooms/field locations, and electronic records in ECM and SharePoint team sites and network shares.
• Managing annual destruction process – preparing lists, getting appropriate approvals, instructing third party to destroy boxes and provide destruction certificates.
• Working on projects to streamline processes in IG group – working with ECM Analyst and developers to move repositories.

Physical Records Management

• Working with business groups and their records.
• Provide timely response to requests from internal stakeholders.
• Working with field sites to index boxes, uploading to RMS, sending to Iron Mountain, or managing destruction.
• Verification of indexed boxes received and uploading to RMS.
• Managing physical records in records centre.
• Sending boxes to Iron Mountain as required.

Representing IM in Projects

• Providing a supporting role in the governance of software implementations – with knowledge of data libraries, corporate metadata, security, access rights.
• Working with IM team to move libraries to new ECM on a departmental basis with focus on search functionality, cross functional access and RM requirements for life cycle management.
• Demonstrates a personal commitment and proactive approach to Environment, Health & Safety (EH&S) through participation in all applicable EH&S programs and ensures safe operation of the branch, team or unit and compliance with all Company EH&S policies and procedures.
• May perform other duties as assigned.

What You'll Bring

• Post Secondary degree or diploma in a related field or equivalent work experience.
• Minimum 10 years related experience.
• Prior experience in the Oil & Gas industry would be preferred.
• Prior experience with an RMS would be considered an asset.
• Experience with Office 365 including SharePoint Sites, MS Teams and MS Office suite with intermediate Excel.
• Strong analytical and problem-solving skills.
• Excellent verbal and written communication skills.
• Ability to interact professionally with diverse business groups.

Working Conditions

• This position is an ongoing part time (0.60 FTE) position. Tuesday, Wednesday, Thursday we collaborate together in the office.
• Most of the work is performed in an office environment.
• This job is subject to background checks as outlined in Gibson Energy’s Background Checks policy. Background checks may include: employment history verification, reference checks, education and/or credentials verification, driver's license verification, credit check and a criminal history check.

What We Offer
What makes us different from other companies? Who are we and why do you want to work with us? Well, its because of:

• Competitive salary.
• Employer Pension and Employee Share Ownership Program contribution matching.
• Comprehensive health, dental & vision benefits, including leading mental health and family planning benefits.
• Generous time off.
• Incredible work environment and culture that supports career development and advancement.
• A flexible hybrid work environment.

Still Interested and Don’t Meet Every Single Requirement?
We are dedicated to build an authentic and motivating workforce composed of individuals with diverse identities, so if you’re excited about this role but your past experience doesn’t align perfectly with every skill or education requirement described above, we encourage you to apply anyways. You may be just the right candidate for this or other roles.

For more information about Gibson visit www.gibsonenergy.com.

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