Administrative Assistant; Parent App Implementation Support

Administrative Assistant (Parent App Implementation Support)

Temp. Full-Time Head Office, Toronto, ON, CA

Salary Range: $52,513.00 To $61,033.00 Annually

Helping kids, families and communities thrive since 1932.

Temporary Full Time

HOURS OF WORK: 7 Hours/Day (35 Hours/Week)

VACANCY: New

START DATE: Immediately (12 Month Contract)

REPORTS TO: Director, Information Technology and Systems

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 Information Technology and Systems Department, the position follows established configurations, workflows, and procedures.

This position is based at Macaulay Centres for Children Head Office (2010 Eglinton Ave W., Toronto, ON M6E 2K3).

System Data Entry & Record Maintenance

• 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.

Data Quality & Validation Support

• 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.

Process Execution & Administrative Support

• 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.

Compliance & Confidentiality

• 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.

General:

• 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.

Education

• 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.

Experience

• 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.

Technical Skills

• 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.

Core Competencies

• Strong attention to detail and data accuracy.
• Ability to perform repetitive tasks with consistency and focus.
• Strong time management and ability to meet deadlines.
• Abi…