Welcome To Support Ontario Youth - Applying For The Data and Operations Specialist Position

JOB SUMMARY

Reporting to the Sr. Director of Operations, the Data and Operations Specialist is responsible for managing the day-to-day operations related to apprentice communication, program registration, classroom training offers, and scholarship coordination; as well as overseeing data entry and system updates within various platforms to ensure accuracy and efficiency across all workflows.  The Data and Operations Specialist role bridges operations and analytics with a focus on streamlining systems and enhancing the user experience to support effective communications across teams and stakeholders.

 

RESPONSIBILITIES

• Maintain accurate apprentice and program records through data entry, validation, status updates, and administration of internal client management systems, GrowthZone, and Skilled Trades Ontario platforms.
• Conduct regular data validation and quality checks to identify discrepancies and maintain the accuracy, completeness, and integrity of organizational data.
• Compile, analyze, validate, and report on apprentice and program data to identify trends, monitor key performance indicators, measure program performance, and support operational decision-making and government, board, and organizational reporting requirements.
• Develop and maintain recurring reports, dashboards, and data summaries, and support ad hoc data requests by extracting, organizing, and interpreting information from multiple systems and data sources.
• Assist with the collection, preparation, validation, and submission of data and reports for external stakeholders and funding partners.
• Coordinate and track apprentice inquiries related to apprenticeship, in-class training, and SOY programs, directing requests to appropriate personnel and supporting follow-up as required.
• Communicate with apprentices and employers regarding program information, support services, and administrative requirements.
• Create and maintain surveys, applications, and other program-related forms to support departmental initiatives and data collection requirements.
• Coordinate scholarship program data collection and administration, including tracking submissions, maintaining applicant records, analyzing program data, preparing reports, and supporting program planning and decision-making.
• Coordinate the timely disbursement of scholarship funds and verify receipt by recipients.

Analyze business processes, data workflows, and system utilization in collaboration with internal departments to identify gaps, inefficiencies, and opportunities for process improvement and automation.

• Oversee system integrations, implementations, testing, and ongoing maintenance to support system functionality and operational efficiency.
• Identify and document system issues and software bugs, coordinate resolution, and develop procedures, instructions, and training materials to support effective system use.
• Provide first-level technical support for routine hardware, software, system access, and account issues, coordinating with external IT service providers for troubleshooting and escalation as required.
• Support staff onboarding and offboarding activities, including system access, account management, and technology setup.
• Build, update, and maintain online training courses and learning resources using applicable software, including Articulate and Absorb LMS.
• Support the maintenance and continuous improvement of website content, user experience, and data accuracy.
• Other duties as assigned.

 

KNOWLEDGE, SKILLS AND ABILITIES

• Strong analytical and data management skills, with the ability to collect, validate, analyze, and interpret data from multiple sources to identify trends, patterns, risks, and opportunities for improvement.
• Experience developing and maintaining data workflows, reporting tools, dashboards, and data-tracking processes to support program performance measurement and decision-making.
• Ability to identify and resolve data inconsistencies, maintain data integrity, and support continuous data quality improvement.
• Advanced proficiency with computer systems, databases, and business software applications.
• Strong technical aptitude and adaptability, with the ability to quickly learn, support, and troubleshoot new technologies, software platforms, systems, and processes.
• Demonstrates continuous improvement mindset, with the ability to identify process enhancements and implement effective solutions.
• Excellent organizational and time management skills, with the ability to work independently, manage multiple priorities and projects, and meet competing deadlines in a fast-paced environment.
• Strong attention to detail and commitment to accuracy.
• Strong written and verbal communication skills, with the ability to communicate clearly and professionally with internal and external stakeholders.
• Possesses a customer service mindset.
• Growth-oriented mindset, with a willingness to embrace change and seek learning opportunities
• Ability to maintain confidentiality and handle sensitive information with discretion and professionalism.

EDUCATION AND EXPERIENCE

• Post-secondary education in Data Analytics, Data Management, Business Analytics, Information Systems, Business Administration, or a related field, or an equivalent combination of education and relevant experience.
• 3-5 years of work experience in data management, data analytics, system administration or related role.
• Experience working with CRM or client management systems; experience with GrowthZone is considered an asset.
• Experience administering Microsoft 365 environments, including user management, license assignment, and Exchange Online mailbox administration, is considered an asset.
• Familiarity with relational database models and data warehouse structures.
• Advanced proficiency with Microsoft 365 applications, particularly Excel, including formulas, pivot tables, data analysis, and reporting.
• Experience with reporting, dashboard, or data visualization tools is considered an asset.

 

REQUIREMENTS:

• Must be legally entitled to work in Canada in accordance with relevant Ontario legislation and regulations.
• Must have reliable transportation to attend the workplace.
• Ability and flexibility to travel to events within Ontario, as needed.

 

WORKING CONDITIONS

• Five-day work week (Monday to Friday) in office, during standard business hours (possibility of hybrid TBD).
• Travel may be required to attend events within Ontario.

 

Salary:  $75,000

 We will ONLY be in touch with candidates who qualify for the position and complete the assessment. We wish all applicants the best of luck. 

 We are an equal opportunity employer and are committed to fostering an inclusive, accessible workplace. In accordance with the Accessibility for Ontarians with Disabilities Act (AODA), accommodations are available upon request for candidates participating in all stages of the hiring process.

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