Information and Infrastructure Coordinator

Job Description

Position Title: Information and Infrastructure Coordinator
Classification: Excluded
Accountable to: Information and Infrastructure Manager
Date: August 2026

Job Summary:
The Information and Infrastructure Coordinator plays a key role in supporting the Society's
administrative infrastructure, providing coordination across board governance, privacy administration,
records management, facilities support, and information systems. Reporting to the Information and
Infrastructure Manager, this position ensures organizational compliance with legislative and policy
requirements while maintaining the systems, documentation, and processes that keep the Society's
operations running smoothly.

The Information and Infrastructure Coordinator role reflects the organization's values of trust, respect,
communication, and collaboration. These values guide all aspects of the position from governance and
operational responsibilities to interactions with staff, clients, contractors and community partners.

Qualifications:

Education, Training and Experience

- Diploma in Business Administration, Office Administration, Information Management or related

field

- 3 years of administrative, coordination or operations support experience

- Experience working with various databases, Microsoft Office tools, AI and digital design tools

(Adobe Suite) and administrative systems
- Or an equivalent combination of education, training and experience

Knowledge, Skills and Abilities:

- Ability to coordinate office and facility operations across multiple sites.

- Understanding of records management and privacy principles including confidentiality, information

security and applicable legislation.
- Knowledge of governance-related documentation and information management practices including

Board records and supporting materials.
- Knowledge of IT systems used in an organizational network setting including user access

protocols, software tools and equipment and asset tracking.
- Demonstrated ability to organize information, manage competing priorities and follow established

procedures.
- Ability to apply tact and diplomacy in dealings with others.

- High degree of attention to detail.

- Strong organizational, verbal and written communication skills.

- Strong cultural competency and socially inclusive practice.

Key Responsibilities and Duties:

Board, Governance and Privacy Administration

.



Coordinate governance administration activities for the Board of Directors including preparing
agendas, minutes, resolutions, briefing materials, governance records and maintaining
governance calendars, tracking systems and filing structures.

. Maintain governance-related documentation, templates, policies, corporate records and
information management systems to support compliance with the BC Societies Act and
organizational requirements.

. Coordinate meeting materials, records and administrative follow-up for the Board Governance
Committee as assigned.

. Support the Information and Infrastructure Manager in their role as Privacy Officer by
maintaining privacy-related records, tracking privacy incidents and breaches, coordinating
documentation and supporting investigations and follow-up activities.

. Coordinate and track requests for information received from clients, former clients, legal
representatives, government agencies and other authorized parties — including maintaining
privacy request logs and response tracking systems — ensuring requests are documented,
monitored and processed in accordance with legislation, organizational policy and direction
from the Information and Infrastructure Manager.

Facilities and Client Experience Support. Support the coordination and tracking of preventative maintenance schedules, inspections,

repairs and contractor activities across Society facilities.. Review and track maintenance work orders, contractor documentation, service records and

facility-related compliance requirements.. Develop and maintain facility-related procedures, standards, checklists and reference materials

to support safe, welcoming, trauma-informed and client-centered environments across all
Society locations.

. Support organizational asset management processes including inventory tracking, lifecycle
documentation, equipment assignments and maintenance of asset records.

Records and Information Management

. Develop, maintain and update records management procedures, forms, tracking tools and
reference materials, and support the implementation of approved practices for the secure
handling, retention, storage,



access and disposal of client and organizational records in
accordance with policy and legislative requirements.

. Maintain retention schedules, destruction logs and related tracking documentation to support
organizational compliance, information governance and audit readiness.

. Coordinate records management activities with program areas and designated records
management staff to promote consistent standards and practices, and support audits, reviews
and organizational projects related to records management and regulatory compliance.

Information Systems Administration. Develop, maintain and update documentation, procedures and user guides related to

information systems and technology operations.. Administer user access permissions, security groups, shared folders, software licensing and

system access controls, and maintain accurate records of technology assets and user
permissions.

. Coordinate technology onboarding and offboarding processes, including email account
activation and deactivation.

Leadership and Organizational Support

. Provide guidance and support to administrative staff regarding established systems, procedures
and operational practices.

. Support operational continuity across the Information and Infrastructure portfolio by
coordinating projects and activities — including those related to facilities, technology,
governance and privacy — monitoring priorities, timelines and follow-up actions, and providing
backup support to the Information and Infrastructure Manager during planned absences.

. Participate in cross-collaborative teams to support organizational goals, enhance service
integration, and contribute to the development and implementation of agency-wide initiatives.

. Participate in after-hours emergency response and escalation processes as backup support to
the Information and Infrastructure Manager and Maintenance Coordinator, including
responding to urgent facility, safety, security, technology or infrastructure issues as required.

. Perform other related duties as assigned.

Additional Information:

- A successful Criminal Record Check for working with children and/or vulnerable persons.

- A valid driver’s license and availability of a personal vehicle in good operating condition

required to run Agency errands.

- Archway Society has an Accredited Facility Dog in the Community Programs and the canine

may be present in meetings attended by the person in this position.

📌 Information and Infrastructure Coordinator – Permanent Part-Time (Vernon)
🏢 Archway Society for Domestic Peace
📍 Vernon