Office & Data Administrator

Position Type : Full-time Perm

Hours : 40 hours per week

Wage / Compensation : $22.59 ($23.31 after probation)

Union Status : This position is unionized.

Job Summary: The Office & Data Administrator’s primary responsibilities include running data queries, compiling, sorting and organizing information to be reported promptly, and ensuring data quality through training and verification within the organization, in compliance with County of Simcoe data requirements, provide training to staff as needed, maintain and run point on the internal security system and maintain the office supplies for the organization.

Accountability: Able to affirm The Lighthouse's vision, mission, and beliefs and demonstrate commitment to its values of trust, compassion, leadership, safety, and faith, including sensitivity to issues related to poverty, homelessness, mental illness, addictions, and developmental disabilities, and a commitment to a discrimination-free environment.

Responsibilities

Data Requirements

• Coordinate service delivery statistics: Provide support with inputting required data as needed and ensure data accuracy.
• Maintain data using Google Sheets as required.
• Compile data by running statistical reports.
• Be a single point of contact with the County and other relevant stakeholders for all data activities.
• Required to be HIFIS (Homeless Individuals Family Information System) SuperUser for all HIFIS programs to maintain an effective data management system.
• Analyze data for quality improvement purposes.
• Prepare data for reporting, meetings and presentations.

Training

• Provide ongoing training to all staff using HIFIS in accordance with the County of Simcoe’s data standards.
• Train staff in collaboration with their direct supervisors to ensure the collection of all data required by The Lighthouse.
• Support with the administration of Google Drive training with the direction of the Managing Director.
• Supporting staff development through training on required computer systems and software platforms.

Technical Support

• Provide assistance with troubleshooting technical issues on computers and other devices.
• Maintain and run point with the Salto System (key access control system).
• Maintaining security camera function

Administrative Duties

• Working with the Development Administrator, audit The Lighthouse’s website for accuracy and update the website as required using Elementor.
• Support with designing posters and internal communication with the direction of the Managing Director.
• Support with the creation of Google Drive files in collaboration with multiple areas with the direction of the Managing Director.
• General office duties as required including filing and office supplies inventory.

Reporting

• Provide the Managing Director with monthly, annual and seasonal reports.
• Provide reports for grant writing as needed.
• Additional reporting as required with the direction of the Managing Director.

Perform other duties as assigned.

Qualifications

• Certificate or college diploma in administration, database administration, or equivalent.
• 1 year experience in related field, including any post-secondary co-op placements or internships.
• High standard of integrity, judgement and ability to maintain confidentiality.
• Highly organized, analytical, thorough and detail-oriented.
• Experience in use of databases and website maintenance.
• Ability to multi-task and manage several projects at once.
• Effective communication skills, both written and verbal.
• Solid computer and internet skills; Google Drive, Java Script, and Microsoft Excel.
• Professional or personal experience with those experiencing homelessness.
• Excellent customer service, problem-solving and decision-making skills.
• Flexible and adaptable with the ability to work independently and as part of a team.
• Acceptable criminal record check, including vulnerable sector screening.

Key Skills: Data Management & Analysis (Excel/Sheets), HIFIS Superuser, Technical Support & Systems Administration (Hardware, Access Control, Security), Staff Training & Technical Facilitation, Google Workspace & Administrative Support, Website Maintenance (Elementor/Html, etc).

Send your resume along with a cover letter or letter of interest to ***email_hidden*** .

Only those selected for an interview will be contacted.

Thank you for your interest in joining our organization.

Artificial intelligence (AI) may be used to screen, assess, or select applicants for this position by analyzing application materials and generating recommendations to support human decision-making.

Benefits

• Discounted food
• On-site parking