Southwestern Public Health (SWPH) is seeking a highly organized and detail-oriented Records Coordination Administrative Assistant to support the organization's records management and retention program. This role is responsible for maintaining and administering both physical and electronic records systems, ensuring compliance with records retention requirements, and providing records management support to staff across the organization.The successful candidate will possess strong records management knowledge,excellent organizational skills, and the ability to handle sensitive and confidentialinformation with discretion. This position plays a key role in fostering a transparent, efficient, and compliant record-keeping setting that supports SWPH's operations and accountability obligations.Key Responsibilities Audit organizational records and monitor compliance with SWPH's Records Retention Program.

Maintain and administer physical and electronic records management systems.

Manage records inventories, classification structures, and retention schedules.

Review and cross-reference existing electronic files against retentionrequirements, identifying records eligible for disposal or destruction.

Provide guidance and support to staff regarding records management policies, procedures, and best practices.

Assist leadership with records management initiatives and compliance activities.

Respond to records-related inquiries and support clients seeking assistance with records requests.





Coordinate with internal teams to meet records retrieval and response deadlines.

Promote consistent and compliant record-keeping practices across theorganization.

Support continuous improvement of records management processes andsystems. QualificationsRequired College diploma in Legal Administration, Office Administration, InformationManagement, or a related field. Successful completion of a certified Records Management Program.

Minimum two (2) years of experience in records management or a relatedinformation governance role.

Experience working with electronic records management systems andtechnologies. Demonstrated ability to manage sensitive and confidential records.Strong organizational, communication, and interpersonal skills.

Proficiency with Microsoft Office applications and electronic documentmanagement systems.

Ability to work independently and collaboratively while managing multiplepriorities.

Preferred

Graduate of an accredited Health Information Management program.

Experience working in a healthcare, public health, municipal, or regulatoryenvironment.

Knowledge of records retention legislation, privacy requirements, and information governance principles. What You'll Bring

You are a proactive professional who values accuracy, compliance, andservice excellence. You enjoy helping others navigate records management processes and take pride in maintaining systems that support organizational effectiveness, transparency, and accountability

📌 Administrative Assistant - Temporary Full TIme (St. Thomas)
🏢 SW Public Health
📍 St. Thomas