Job Posting 89088

Data Administrator
The Career Foundation
Work From Home - Toronto Metro area
closed yesterday (Wed, 30 Nov)
full time

About The Career Foundation: The Career Foundation is a dynamic non-profit organization that offers a wide range of employment, training, and HR services to job seekers and employers. Since its inception in 1988, The Career Foundation has steadily expanded its services. Operating out of seven locations, we now help thousands of people each year successfully accomplish their employment goals. Our team of dedicated professionals have described The Career Foundation as caring, compassionate, innovative, and team oriented. For more information about us and our services, please visit our website at

Some of the benefits and features available to our employees include: 

  • Competitive compensation
  • A comprehensive Health Benefits plan that includes massage therapy, naturopath services, travel coverage, and much more
  • A comprehensive Dental Insurance plan
  • An Employee & Family Assistance program
  • An RRSP Matching plan
  • A Wellness program

Position description: The Data Administrator is an important member of The Career Foundation’s team, responsible for the collection, tracking, input, quality and analysis of essential data from multiple channels and ensuring that the information captured for all programs is complete and accurate. The Data Administrator is also responsible for recording and maintaining data in internal and funder-mandated systems, analyzing and preparing various reports, responding to internal and external inquiries, and other essential duties.

  • Position type: Full-time (37.5 hours per week)
  • Number of Positions: 1
  • Experience Required: 4+ years
  • Reporting to:  Manager, Digital Strategies and Services
  • Location: This is a hybrid-remote opportunity comprised of on-site work at The Career Foundation’s Head Office located at Lawrence Ave. W. and Allen Rd. in North York, travel to other sites as needed, and work-from-home functions. The successful candidate must have a private work-from-home space with reliable, high-speed internet connection to be considered for the hybrid schedule. Company laptop and other equipment provided.  
  • Start date: As soon as possible
  • COVID-19 Vaccination Requirement: The Career Foundation is committed to the health and safety of its workforce. As of December 16, 2021, successful candidates for our internal employment opportunities must be fully vaccinated against COVID-19 and submit proof of same prior to receiving an official employment offer. Accommodations will be made where possible for qualifying medical or religious exemptions.


Responsibilities include, but are not limited to, the following:  

Data Collection, Reporting, and Analysis

  • Produces and maintains a portfolio of data reports to measure key performance indicators of all programs offered at The Career Foundation by utilizing various tools, including PowerBI, SQL-type queries and Google Analytics.
  • Creates and maintains monthly dashboards for program reporting using PowerBI.  
  • Monitors and analyzes results and performance of programs against required milestones and objectives, and informs program managers of discrepancies, including any additional data input requirements.
  • Supports mapping of indicators to existing data sources and provides recommendations on data collection and reporting measures.  
  • Conducts benchmarking and continuous improvement activities on controllable variances and proposes actions to meet objectives.
  • Builds data pipelines, data queries, and scripts to automate data quality checks and determine compliance of datasets with open data in internal and funder mandated systems.
  • Verifies and reconciles internal trackers with online systems.
  • Collects all data required to maintain a monthly data governance report on all programs across the organization.
  • Creates program-specific progress reports for managers and program coordinators, and creates various other reports as requested by the executive team.  
  • Supports related staff training needs.

Data Input and Maintenance

  • Enters client data in online systems, including new client registration data and other information such as client satisfaction results, ensuring complete accuracy of all data entered.
  • Maintains a monthly internal tracker of client intakes, file closures, and other information.  
  • Responds to internal inquiries from management and other team members regarding data analysis.
  • Conducts follow-ups with clients as needed via telephone and email to obtain additional details required for client profiles.  
  • Supports staff as needed with entering client profiles into The Career Foundation’s databases and tracking systems.

Quality Assurance

  • Analyzes reports for errors and omissions by cross-referencing other data sources to ensure accuracy.
  • Identifies, corrects, and reports the root of problematic data, and trains staff as needed.
  • Performs monthly file audits for quality control measures to ensure that all necessary data is accurately captured and provides related reports to management and executive team.  
  • Audits and proposes measures to improve the organization’s data reporting systems and related processes to ensure that quality of standards is being achieved.  
  • Other related duties as assigned.

Qualifications/ Skills Required:

  • Post-secondary degree in business administration, computer science, information technology or a related field is preferred, or an equivalent combination of education and experience is required.
  • Must possess a minimum of 4 years’ direct experience in a similar professional capacity related to data compilation, analysis, and reporting.
  • Must have strong technical skills and experience with PowerBI, SQL, and advanced Excel formulas and functions, including the creation of pivot tables and dashboards.
  • Ability to take initiative to conduct analysis and provide recommendations to ensure that The Career Foundation’s data collection process is efficient, effective, and meets emerging needs and priorities.
  • Outstanding detail orientation, problem solving, and analytical skills, with a proven ability to multitask and meet deadlines.
  • Strong organizational skills and very responsive and flexible to evolving responsibilities in order to respond to different priorities.
  • Advanced proficiency in Microsoft Office Suite as well as Zoom and Outlook 365 applications, including Teams and SharePoint.
  • Excellent verbal and written English communication skills with ability to clearly communicate information verbally and in writing. Fluency in a second language will be considered an asset.
  • Exceptional customer service skills and ability to uphold the organization’s service standards, policies, and core values in all interactions with fellow staff members, partners, and other stakeholders.
  • Ability to maintain sensitive information, exhibit tact, diplomacy, and good judgment, with high standards of ethics and confidentiality.
  • A professional and courteous approach to client service with a high level of respect for the diversity of the people served.
  • Aptitude and willingness to learn and work with new online systems and technologies.
  • Punctual, self-motivated and self-directed.
  • A positive approach to work and willingness to take the initiative to provide assistance where needed to ensure that the organization is successful in meeting targets and objectives.
  • Willingness and flexibility to occasionally work outside of normal business hours during peak periods, as needed.
  • Must have a private and professional work-from-home space with reliable, high-speed internet connection to be considered for the hybrid-remote work schedule.
  • Must be fully vaccinated (two doses) against COVID-19. The successful candidate will be required to submit official documentation to confirm vaccination status prior to job offer.


The Career Foundation’s Commitment:

The Career Foundation is committed to diversity and inclusion and aims to create a healthy and rewarding environment for all. We welcome applications from qualified individuals who represent the diversity of the people we proudly serve, including, but not limited to, visible minorities, women, persons with disabilities, Indigenous peoples, and individuals of all genders and sexual orientation. The Career Foundation, in accordance with the Accessibility for Ontarians with Disabilities Act (AODA), is also committed to accommodating applicants with disabilities throughout the recruitment process. We will work with candidates requesting accommodation at any stage of the hiring process.

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