Data Access Coordinator Jobs

Job Category

M&P - AAPS

Job Title

Data Access Coordinator

Department

Data Access, R&D | Population Data BC | Faculty of Medicine

Posting End Date

July 3, 2023

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

Jul 31, 2024

Due to the grant-funded nature of our unit, initial appointments are for a one-year period and renewed on an annual basis.

Summary

Population Data BC is a multi-university, data and education resource facilitating interdisciplinary research on the determinants of human health, well-being and development.

We support secure research access to individual-level, de-identified longitudinal data on 4.8 million residents living in British Columbia, linking data across various sectors such as health, education, early childhood development, workplace and the environment. Population Data BC (PopData) also offers a professional specialization certificate in Population Health Data Analysis, training researchers across Canada and around the world.

Key objectives of Population Data BC are to:

• Facilitate cross-linkages among the data sets in a privacy sensitive manner
• Provide educational and other opportunities to ensure full and best use of those data
• Make more data sets available for research
• Provide strategic leadership to ensure streamlined researcher access to these data

This position coordinates activities related to the provision of research data sets derived from Population Data BC s data holdings. The work of the Data Access Coordinator is focused on two key areas: handling the daily operations of the data application lifecycle from development to project closure ( project work ); and working on projects that support efficiencies in the unit ( infrastructure initiatives ), as assigned.

Organizational Status

Population Data BC is based at the School of Population and Public Health (SPPH), which is in the Faculty of Medicine at the University of British Columbia. We are a key member of the International Population Data Linkage Network, through which we have promoted international research collaborations and fostered working groups on privacy and access to data.

The Data Access Coordinator reports directly to the Data Access Lead of Population Data BC. The candidate works closely with the existing Data Access and Data Services staff. The Data Access Coordinator also works with other organization Leads, Data Stewards and the research community.

Work Performed

PROJECT WORK

• Oversees the process of preparing and providing data to researchers, according to legislation and formal policies regarding access and protection of privacy
• Develops and prepares standard and ad-hoc reports on projects progress, metrics, and compliance for internal and external audiences.
• Liaises with researchers and provides support throughout the life of the research project to ensure compliance of all policy and legal requirements
• Works with applicants to initiate requests for access to data
• Is responsible for administrative tasks related to Data Access Requests and the provision of data including, but not limited to: project information tracking, project invoice issuance and reconciliation, researcher account set up, cost recovery preparation and distributing legal documents or agreements for signature
• Interacts with researchers to ensure appropriate transmission and receipt of data
• Fosters positive relationships with researchers and Data Stewards
• Prepares and coordinates the submission of Data Access Request applications to the applicable Data Stewards
• Reviews finished data extracts in relation to researcher requests to ensure accuracy of output

INFRASTRUCTURE INITIATIVES

• Creates and updates process documents, templates, communication materials, and agreements under direction of the Data Access Lead and other relevant Leads
• Develops and maintains the filing and project/task management systems for the Data Access Unit by consolidating inputs from other team members
• Performs other related duties and special projects to fulfill the objectives of the Data Access Unit
• Assumes responsibility for tracking and reporting on the progress of the Unit s infrastructure projects and other cross-unit initiatives
• Works on implementing improvements in data access, data preparation, and researcher interaction processes, under direction of the Data Access Lead.
• Maintains the data documentation in a particular portfolio of files, facilitated by an in depth knowledge of the data holdings
• Designs and develops new metrics, tracking, and documentation in response to Unit and Leadership needs
• Coordinates and provides administrative support to stakeholders meetings, including the Data Stewards Working Group

KNOWLEDGE

• Responsible for developing a solid understanding of applicable policy and legal requirements for research project compliance
• Considerable knowledge of relevant information management and data visualization software packages and initiative to continually develop knowledge in that area as well as staying current on required knowledge and trends.
• Responsible for taking considerable personal initiative in working towards a very detailed understanding of the data access request process and the data files held in Population Data BC s internal data holdings.

Consequence of Error/Judgement

This is a position in an organization responsible for providing services to our funders and the greater research community. Judgement within established guidelines is required with regards to the management of project priorities, schedules, and resource requirements.

This role will work under strict confidentiality because of the nature of the data holdings. Any breach in data security would place the future of Population Data BC as well as its partner organisations at risk.

Creative problem solving is required as tasks do not have standard solutions and must be approached as unique problems of logic. The role requires an in-depth understanding of complex and large data holdings, programming tasks and researcher needs. A lack of understanding could impede processes required for the continuation of research projects and could negatively impact the organization s reputation.

Accuracy is extremely important because errors in the Data Access Coordinator s work will have a significant effect on the reliability of information released by PopData. The release of erroneous information may have implications that affect the organization, the research community, stakeholders and public bodies.

Supervision Received

The Data Access Coordinator reports directly to the Data Access Unit Lead (DAU Lead) of Population Data BC. Although normal work activities are determined in consultation with the DAU Lead, considerable personal initiative is required as tasks are carried out with little direct work supervision. The incumbent must be able to identify circumstances that require consultation with the supervisor or other staff, and be able to seek out that consultation.

Supervision Given

No formal reports. May at times supervise the work of student staff.

Preferred Qualifications

Undergraduate degree in a relevant discipline.Undergraduate degree in a health or data-related program or other related discipline preferred.Minimum of two years experience or the equivalent combination of education and experience.Minimum two years experience in a research-related environment preferred. Experience with and knowledge of data, particularly linked and linkable data, and how they can be used for research. Experience in working within a statutorily-regulated or a privacy-sensitive environment is highly desirable. Work with sensitive information or complex data systems also a significant asset. .

Effective oral and written communication

Analytical and problem-solving abilities

Strong proficiency in Microsoft Office programs, especially Excel

Strong customer service and interpersonal skills

Strong ability to effectively manage deadlines and external pressures

Exceptional attention to detail

Ability to work with external researchers who have high levels of expertise, programming staff, and senior staff at various Ministries

Demonstrated organizational skills

Exceptional initiative and willingness to learn new concepts and detailed procedures

Ability to work effectively both independently and within a team environment

Must be positive in attitude and a team player.

Due to the privacy-sensitive nature of the data holdings at Population Data BC, staff members are subject to the security screening requirements of our data providers.