Systems, Coordinator (Permanent, Full-Time)

Do you enjoy working with systems, solving problems, and helping people use technology more effectively?

UGM is looking for a Systems Coordinator to support two key organizational systems: ShareVision, our Client Management system, and UKG, our People & Culture system. This role helps ensure these systems remain reliable, accurate, and user-friendly for the teams who depend on them every day.

Reporting to the Systems & Strategy Lead, the Systems Coordinator works closely with system users, system owners, and members of the Systems team to support effective system use across the organization. This position is a great fit for someone who is organized, detail-oriented, service-minded, comfortable working with data and technology, and interested in contributing to continuous system improvement.

This is a Permanent, Full-Time Position (37.5 hours per week). Schedule: Monday – Friday: 8:00 AM – 4:00 PM. The starting wage range for this position is $28.96 - $31.64 per hour.

Who We Are

Demonstrating the love of Christ, UGM feeds hope and changes lives through a faith-based continuum of care. We are a proud member of the Canadian Council of Christian Charities and have earned the Best Christian Workplace award again in 2021. We provide competitive salaries, generous vacation and sick leave, an RRSP matching program, as well as the potential for educational assistance and flexible work arrangements. In addition, our extensive benefits plan is fully employer-paid and includes extended dental and medical, as well as $4,500 per year in pooled paramedical expenses. A focus on employee resilience, support for professional development, engagement in meaningful work, and a fun and caring environment are all part of being a member of the UGM team. If you are someone who desires to learn and grow, has a passion to serve and make a difference, and connects with others with both humility and humor, then you will be a great fit at UGM.

Main Duties & Responsibilities

1. Daily System Administration & User Support — 60%

• Act as the first point of contact for day-to-day user requests across Program (Sharevision) systems and People & Culture (UKG) systems.


• Process routine changes: access/security requests, supervisor and reporting-structure updates, and standard workflow items.


• Handle common module questions and basic system errors (Pro, WFM, Timekeeping, Scheduling, Recruiting, Onboarding, People Assist, etc.).


• Import lists, changes, and global updates for program teams; manage incoming system requests and provide a feedback loop.


• Log, triage, and route incoming requests; maintain the request/feedback loop so users know status.


• Provide basic hardware and access support: punch devices, app/browser access, SSO login issues (coordinating with IT/System Support when technical issues arise.)


• Support onboarding new team members onto these systems, managing related administrative and training tasks (including setup, scheduling, documentation).


• Escalate anything beyond routine to the appropriate senior team member.

1. Data Hygiene, Records & Reporting Support – 20%

• Perform routine record clean-up and data-hygiene tasks across both systems.


• Run regular audits of employee/job data, security roles, and user access; flag discrepancies for review.


• Keep records accurate, consistent, and aligned with organizational standards and language.


• Run, maintain, and distribute established reports, dashboards, exports, and data files (Program reporting and UKG BI).


• Prepare, format, clean, and validate data sets to support the Data & Insights Specialist (data entry, exports, spreadsheet prep).


• Support inputs for payroll validation and monthly KPI/leadership reporting as directed.


• Maintain reference material (SOPs) so information stays up to date and consistent with organizational language.


• Maintain the data integrity and information security of Program Systems and P&C Systems through effective data privacy practices.


• Surface reporting issues or gaps to senior staff to highlight opportunities and new needs.

1. Testing, Documentation & Minor Projects — 20%

• Support user acceptance testing and readiness checks for configuration changes, integrations, releases, upgrades, and new module rollouts.


• Maintain SOPs, troubleshooting guides, reference material, and training content so information stays current and consistent.


• Define and deliver well-defined projects in either system with support of systems team and stakeholder input.

KSA’s

• College diploma or degree in a related field (information systems, data, business, HR systems, or similar), or equivalent practical experience.


• 2–3 years of experience in systems/HRIS administration, data administration/entry, help desk, or a comparable role.


• Exposure to Client Management and HRIS platforms (UKG / UKG Pro / WFM an asset) is an asset.


• Strong MS Excel skills. Comfortable sorting, filtering, and working accurately with sizeable data sets. Exposure to Power BI or UKG BI is an asset.


• Detail-oriented and highly organized; able to manage a queue of requests and prioritize competing daily demands.


• Clear written and verbal communication and a strong customer-service orientation.


• Strong change management and facilitation skills to support staff training and learning sessions with stakeholders.


• Sound judgment about when to act and when to escalate.


• Discretion and reliability in handling confidential employee and organizational data.


• Willingness to learn, adaptability, and a collaborative, service-minded approach.


• Alignment with the organization’s Mission, Core Values, and Statement of Faith.


• Excellent interpersonal skills that inspire and build trust. Able to mediate differences of opinion to and facilitate effective resolutions with diplomacy and tact.


• Proven ability to integrate organizational vision into process and system design.


• Client focused; ensuring that all system decisions are organizationally aligned and driven by the desire to best meet participant needs.

Working Conditions

• Work Location

Work is generally performed indoors within an office environment, with standard office equipment available. This is a primarily in-office position, with some built in flexibility.

• Physical Requirements

Work is generally sedentary in nature, but may require standing, walking, or reaching for up to 10% of the time. Employee is required to look at a computer screen and use a keyboard for up to 90% of the time.

• Work Conditions

Working environment is generally favorable. Lighting and temperature are adequate. Work is performed amid normal conditions of dust, odors, fumes, and noises. This position is required to work in an environment often dealing with people in crisis situations brought about by diverse problems.

• Hours of Work

Monday to Friday, 8-hour schedule. Moderate overtime may be required.

• Hazards

Hazards are considered minor and controllable.

• Other

Due to the nature of the job, and our commitment to a safe environment, the candidate is subject to a criminal record check.