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About the Role

The Administrative Assistant (Information Technology and Systems) is responsible for accurate data entry, records maintenance, and system-based administrative tasks required for program delivery, reporting, and operational needs. Working with the Information Technology and Systems Department, the position follows established configurations, workflows, and procedures.

Responsibilities

• Enter, update, and maintain program, client, consent-related, and system records in a timely and accurate manner.
• Ensure data is complete, consistent, and aligned with established data standards, formats, and timelines.
• Upload, organize, file, and maintain digital documents and attachments within system records.
• Process and maintain records in accordance with established procedures, including consent-related documentation and other required program information.
• Review data entries for accuracy, completeness, and consistency.
• Identify and correct routine errors in accordance with established procedures.
• Flag duplicate records, missing information, inconsistencies, or recurring data issues for follow-up by the Systems team.
• Escalate complex or systemic data issues to the Systems team for investigation and resolution.
• Support ongoing data clean-up, record correction, and data quality improvement activities.
• Execute defined workflows and administrative processes within organizational systems.
• Support bulk record updates, document processing, and other high-volume administrative activities associated with system implementation and data quality initiatives.
• Follow established procedures for handling and processing system-related requests.
• Maintain organized records and adhere to documentation standards.
• Assist with structured data imports, exports, and system-supported tools, as directed, to reduce manual data entry over time.
• Maintain strict confidentiality of client, staff, and organizational information.
• Ensure all data entry and handling align with organizational policies and regulatory requirements.
• Follow established procedures for managing sensitive or restricted information.
• Support audit readiness by maintaining accurate and complete records.
• Attend agency staff meetings and training, team meetings and special events.
• Maintain optimal attendance at work.
• Work in compliance with all applicable regulations and laws.
• Comply with all Macaulay policies, practices and quality standards.
• Work to further Macaulay’s mission, vision, values and strategic directions.

Requirements

• College diploma/certificate or an equivalent combination of education and experience in Office Administration, Business Administration, Information Systems, Administrative Services, Records Management, or a related field.
• Coursework or training related to information systems, data management, or digital record-keeping is an asset.
• 1-2 years of experience in administrative support or data entry roles.
• Experience working with databases or web based systems is an asset.
• Experience in a non-profit or multi-service environment is an asset.
• Proficiency in Microsoft Excel, Word, and Outlook.
• Comfortable working with structured data and repetitive tasks.
• Ability to follow templates, standards, and data entry procedures consistently.
• Strong attention to detail and data accuracy.
• Ability to perform repetitive tasks with consistency and focus.
• Strong time management and ability to meet deadlines.
• Ability to manage high volume workloads efficiently.
• Clear communication and ability to follow instructions.
• Professional discretion in handling confidential information.
• Valid driver’s license and access to a personal vehicle, if required for assigned work duties.
• Acceptable Vulnerable Police Record Check.

Skills

• Microsoft Excel
• Microsoft Word
• Microsoft Outlook
• Data Entry
• Records Maintenance
• System Data Entry
• Data Quality
• Data Validation
• Process Execution
• Administrative Support
• Compliance
• Confidentiality

Location

• 2010 Eglinton Ave W., Toronto, ON M6E 2K3

Work Type

• Temporary Full Time
• 12 Month Contract

Experience Level

• 1-2 years of experience

Education Level

• College diploma/certificate or equivalent combination of education and experience

Salary/Compensations

• Starting at $28.85/hour ($52,513 - $61,033 per annum)

Benefits

• Competitive Benefits Package (health & dental)
• Paid time off entitlements (including vacation days & float days)

About the Company

• Helping kids, families and communities thrive since 1932.
• Macaulay Centres for Children values the diversity of people and communities and is committed to excellence and inclusion.
• We welcome qualified individuals who contribute to the diversity of our staff group.
• Macaulay Centres for Children offers accommodation for applicants with disabilities in its recruitment process.
• This job posting is available in alternate formats upon request.
• Macaulay Centres for Children is committed to service and employment equity.

Equal Opportunity

• Macaulay Centres for Children values the diversity of people and communities and is committed to excellence and inclusion.
• We welcome qualified individuals who contribute to the diversity of our staff group.
• Macaulay Centres for Children offers accommodation for applicants with disabilities in its recruitment process.
• Macaulay Centres for Children is committed to service and employment equity.