University Policy & Regulatory Compliance Generalist Apply Online!

Reporting to the Director, Enterprise Risk Management and Procurement and taking day-to-day direction and guidance from the University Policy and Regulatory Compliance Consultant, the Generalist provides operational and analytical support for all matters relating to human rights complaints/investigations, including handling conflict of interest (COI)  and whistleblower complaints. The Generalist coordinates intake, documentation, research, records, timelines, communications, and follow-up for faculty, staff, and learner matters involving harassment, discrimination, human rights, sexual violence, conflict of interest, and whistleblower concerns.

The Generalist supports audits, gap assessments, action-plan tracking, AODA activities, regulatory reporting, policy review cycles, training, and administration of the University’s policy and investigations repositories.

Responsibilities

Tasks may include, but are not limited to the following:

Complaint Management

• Receives, logs, and coordinates the administrative intake of informal and formal complaints and concerns, confirms required documentation, and refers matters to the Consultant for triage and determination of the appropriate resolution pathway.
• Supports investigations by organizing files, conducting assigned research and lower-complexity fact gathering, coordinating interviews, gathering and indexing evidence, maintaining chronologies, and tracking deadlines and required steps.
• Applies approved procedures, templates, confidentiality controls, and promptly advises on exceptions, risks, or procedural concerns to the Consultant and Director.
• Works in close collaboration with Learner Support Services, Human Resources, Clinical Partnerships & Hospital Relations and other offices as appropriate to ensure all relevant stakeholders are kept informed throughout the investigation process.
• When necessary, coordinates employee-related complaint and investigation activities with Human Resources and, under the guidance of the Director, Consultant and/or Human Resources, supports any required processes, communications, documentation, or follow-up involving collective agreements or union representation.
• Provides procurement, scheduling, document-transfer, and records support for external investigators or other third-party specialists and monitors administrative deliverables against the approved scope and timeline.
• Drafts case summaries, supporting schedules, and draft correspondence and reviews reports for completeness, consistency, formatting, and required documentation.
• Tracks approved remedial actions, referrals, supports, and follow-up commitments; obtains status updates from accountable units; and reports delays, gaps, or concerns to the Consultant.
• Administers the University investigations repository, maintains accurate and secure case data, produces routine analytics and dashboards, and supports trend and risk analysis led by the Consultant.
• Develops training materials, coordinates sessions and attendance records, and supports communications and prevention initiatives related to complaint management and human rights.

Regulatory Compliance

• Supports compliance audits and assessments by maintaining obligation inventories, collecting evidence, documenting gaps, and tracking action plans, accountable units, milestones, and completion evidence.
• Researches legislative, regulatory, accreditation, and mandatory reporting developments and prepares draft summaries, briefing materials, presentations, and implementation trackers.
• Coordinates data calls and supporting documentation for regulatory, government, Board, and Senate reporting; prepares draft reports and checks submissions for accuracy, completeness, and consistency.
• Supports AODA compliance by maintaining the multi-year accessibility plan and status tracker, coordinating consultations and documentation, and preparing draft submissions and updates.
• Coordinates and delivers assigned AODA and compliance training, maintains completion records, and follows up on outstanding requirements.
• Maintains compliance calendars, evidence repositories, standard templates, and routine metrics and supports quality-assurance reviews and continuous improvement of compliance processes.

University Policy

• Coordinates the institutional policy review calendar and workflow, notifies policy owners of upcoming reviews, organizes consultations, tracks approvals, and supports timely publication and implementation.
• Researches policy issues, legislation, comparator practices, and operational impacts and prepares environmental scans, summaries, options, and draft recommendations.
• Reviews draft policies and procedures for consistency with approved templates, plain-language and accessibility standards, cross-references, defined responsibilities, and potential duplication or conflict.
• Drafts and edits routine policies, procedures, guidance, forms, and process maps and prepares approval packages.
• Publishes approved policies and coordinates communications, implementation materials, review dates, version history, approvals, and supporting records in the central policy library.
• Responds to routine process and system questions from policy owners and refers complex interpretation, legal, governance, or conflict questions to the Director or Consultant.
• Coordinates stakeholder engagement, meetings, feedback logs, and revision matrices and supports the Consultant and policy owners in producing comprehensive, accessible, and implementable policies.
• Serves as day-to-day administrator of the NOSM University policy database, including content entry, user support, access administration, workflow testing, records maintenance, training, and coordination with Information Technology.

Other

• Performs other duties and special projects as assigned

Qualifications

Education

• An undergraduate degree in a related field from a recognized university with Canadian accreditation or an equivalent combination of education and experience is required.
• Certifications or training in workplace investigations and human rights are required.
• Training in accessibility, privacy, mediation, policy development, or project management is considered an asset.

Knowledge, Skills and Abilities

• A minimum of three (3) years of related experience in complaint or case administration, policy development, regulatory compliance, investigations support, human resources, or a related field;
• Experience in an academic or public-sector setting is preferred.
• Demonstrated experience supporting sensitive complaints, investigations, or case-management processes and applying trauma-informed, culturally sensitive, impartial, and procedurally fair practices.
• Sound knowledge of the Ontario Human Rights Code, protected grounds, accessibility, equity, diversity, inclusion, and available support and referral resources.
• Working knowledge of human rights, public policy, case management, conflict resolution, privacy, records management, and relevant employment, health and safety, accessibility, and public-sector requirements.
• Understanding of university governance and academic culture; familiarity with medical education, clinical environments, or the broader health sector is considered an asset.
• Demonstrated judgment, tact, resilience, attention to detail, and ability to remain organized and effective when priorities shift or matters are sensitive and time-pressured.
• Strong interpersonal, written, and verbal communication skills, with the ability to build trust, maintain neutrality and confidentiality, and work effectively with people experiencing conflict or distress.
• Demonstrated ability to work respectfully within a diverse community and to prepare clear correspondence, summaries, presentations, training materials, and routine reports.
• Demonstrated research, policy drafting, analytical, and problem-solving skills, including the ability to identify inconsistencies, organize evidence, and escalate issues appropriately.
• Strong coordination and project-tracking skills, including the ability to manage multiple files, deadlines, consultations, approvals, and highly confidential information.
• Proficiency with Microsoft 365, SharePoint libraries, databases, document-management or workflow systems, spreadsheets, and secure electronic records is required.

Language

• Must be able to communicate effectively in English (verbally, written and comprehension)
• French/Indigenous language skills would be considered asset

Working Conditions

• Extended periods of sitting, attention to detail
• Interaction (both virtual and face-to-face) with employees, management, and external stakeholders on confidential and highly sensitive matters
• Working in a busy office environment or virtual environment with frequent interruptions
• Working irregular hours
• Occasional overtime and travel