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About the Role

The Systems Coordinator is responsible for administering, configuring, supporting, and continuously improving the organization’s core internal and client-facing applications and related business processes. This role provides day-to-day application ownership, strengthens data quality, supports workflow automation, improves reporting, and helps ensure systems operate reliably and effectively. This application-focused position supports operational effectiveness and process improvement by building the tools, workflows, and safeguards that enable accurate, efficient, and consistent work across the organization.

Responsibilities

Configure and maintain the organization’s core platforms to ensure reliable and effective operation.
Administer system settings, workflows, permissions, and user access within supported applications.
Monitor platform usage, updates, upgrades, integrations, vendor communications, and scheduled processes; identify and escalate issues or risks that may impact users, data quality, or business operations.
Coordinate system access, licensing, and platform-related onboarding requirements, including dependencies that enable user access and system functionality.
Investigate and troubleshoot application, workflow, data, and reporting issues; coordinate resolution with vendors, developers, or internal stakeholders as required.
Establish and enforce data standards, validation rules, and quality control processes across systems.
Monitor data accuracy, completeness, and consistency; implement tools to detect duplication and anomalies.
Lead root-cause analysis of data quality issues and implement system-level solutions.
Coordinate with stakeholders to resolve data issues and maintain high data integrity.
Configure workflows to align data capture with reporting, compliance, and operational requirements.
Design and maintain reports, dashboards, and analytical tools to support operations and decision-making.
Validate report accuracy, investigate discrepancies, and develop reporting solutions that improve data quality and reduce reliance on manual tracking, spreadsheets, and duplicate entry.
Identify opportunities to streamline or automate processes using system tools and integrations.
Define system requirements, document specifications, and coordinate development or configuration changes.
Plan and prioritize system enhancements based on organizational needs and impact.
Conduct user acceptance testing (UAT) and validate changes prior to release.
Monitor effectiveness of automation and refine solutions over time, with the goal of continuously reducing administrative workload.
Develop and maintain system documentation, guides, and training materials.
Deliver onboarding and refresher training on supported platforms to staff.
Communicate system changes clearly and support user adoption.
Deliver training and onsite support for system rollout and adoption, including travel within the GTA, estimated at up to 30%.
Coordinate system integrations and data exchanges between platforms.
Support system development initiatives by gathering requirements, testing functionality, and managing deployment activities.
Evaluate enhancement requests and contribute to build-versus-buy decisions.
Ensure changes align with data governance, reporting, and compliance requirements.
Act as the primary point of contact for application vendors and service providers.
Track reported issues, enhancements, and updates; follow up to resolution.
Support contract renewals and provide operational input into system planning and cost-effectiveness initiatives.
Provide application expertise and technical input to support organizational planning and service expansion initiatives.
Coordinate with IT and external service providers on system-dependent requirements for new sites, programs, and staff onboarding.
Ensure applications, workflows, and data structures are configured to support organizational growth and program changes.
Provide systems input into rollout planning and readiness activities.
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

University degree in Business Administration, Information Technology or related field, or equivalent experience.
Coursework or training related to information systems, data management, or digital recordkeeping is an asset.
3–5 years of experience in application administration, systems coordination, or platform support.
Demonstrated experience configuring systems, managing user access, and supporting organizational workflows.
Experience working with vendors, developers, or external service providers.
Experience designing and delivering training to diverse user groups.
Experience in a non-profit, public-sector, or multi-service environment is an asset.
Experience administering CRM, case management, registration, scheduling, or other business applications is an asset.
Experience with User Acceptance Testing (UAT), system implementations, and release validation.
Strong experience with application configuration, workflow automation, reporting, and permissions management.
Advanced Excel and/or data analysis skills, including query-based tools.
Experience or familiarity with system integrations, APIs, data imports/exports, and electronic forms or e-signature platforms.
Comfort using collaboration and documentation tools within a Microsoft 365 environment.
Understanding of relational data structures, data mapping, and system integrations.
Strong analytical and problem-solving skills with high attention to detail.
Ability to understand how data, workflows, integrations, and applications interact, and to identify and mitigate the downstream impacts of system changes.
Ability to translate technical concepts into clear, user-friendly guidance.
Excellent organizational skills and ability to manage competing priorities.
Collaborative, proactive, and stakeholder-focused approach.
Commitment to continuous improvement and responsible data stewardship.
Professional discretion when handling confidential and sensitive information.
Valid Ontario Driver’s License and access to a vehicle is required.
Acceptable Vulnerable Sector Police Record Check.
Acceptable Vulnerable Police Record Check.

Skills

Application Administration
Systems Coordination
Platform Support
System Configuration
User Access Management
Workflow Support
Vendor Coordination
Training Delivery
CRM Administration
Case Management Administration
Registration System Administration
Scheduling System Administration
User Acceptance Testing (UAT)
System Implementations
Release Validation
Workflow Automation
Reporting
Permissions Management
Advanced Excel
Data Analysis
Query-based Tools
System Integrations
APIs
Data Imports/Exports
Electronic Forms
E-signature Platforms
Microsoft 365
Relational Data Structures
Data Mapping
Analytical Skills
Problem-Solving Skills
Attention to Detail
Organizational Skills
Stakeholder Management
Continuous Improvement
Data Stewardship
Professional Discretion

Location

Toronto, ON

Work Type

Permanent
Full-time

Experience Level

3-5 years

Education Level

University degree in Business Administration, Information Technology or related field, or equivalent experience.

Salary/Compensations

$63,291 - $69,673 per annum
$34.78/hour

Benefits

Competitive Benefits Package (health & dental)
Paid time off entitlements (starting at 20 vacation days & 5 float days)

About the Company

Helping kids, families and communities thrive since 1932.
www.macaulaycentres.org
Macaulay Centres for Children values the diversity of people and communities and is committed to excellence and inclusion.
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.

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.