Administrative Assistant (Parent App Implementation Support)

Macaulay Centres for Children; Canada; On-site; CAD 53,000 - 61,000; Full time

Benefits offered by this job

Health & dental

Paid time off

Job summary

Macaulay Centres for Children invites applications for an Administrative Assistant to support the Parent App Implementation project at head office in Toronto. The role focuses on precise data entry, records upkeep, and system-based admin tasks for program delivery and reporting.

Working with the IT and Systems group, the successful candidate will follow established workflows and maintain confidential information with discretion, while meeting data standards and timelines.

Qualifications

• 1-2 years of experience in administrative support or data entry.
• Experience with databases or web-based systems is an asset.
• Non-profit or multi-service environment experience is an asset.

Responsibilities

• System Data Entry & Record Maintenance: Enter/update program, client, consent records accurately.
• Ensure data is complete and aligned with standards and timelines.
• Upload and organize digital documents within system records.

Skills

Data entry

Records management

Attention to detail

Education

College diploma/certificate in Office Administration

Tools

Excel

Word

Outlook

Job description

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.

Administrative Assistant (Parent App Implementation Support Project Support)

Temporary Full Time

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

NUMBER OF POSITIONS: 1

VACANCY: New

START DATE: Immediately (12 Month Contract)

REPORTS TO: Director, Information Technology and Systems

POSITION SUMMARY:

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).

RESPONSIBILITIES:

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.

QUALIFICATIONS:

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.
• Ability to manage high volume workloads efficiently.
• Clear communication and ability to follow instructions.
• Professional discretion in handling confidential information.
• Valid driver’s licence and access to a personal vehicle, if required for assigned work duties.

SALARY: Administrative Assistant Salary Scale (starting at $28.85/hour ($52, 513 - $61, 033 per annum) with Competitive Benefits Package (health & dental) and paid time off entitlements (including vacation days & float days)

THIS POSITION IS NOT WITHIN THE CUPE LOCAL 2563 BARGAINING UNIT.

INTERNAL APPLICATION PERIOD FOR CUPE LOCAL 2563 BARGAINING UNIT:

August 12, 2026 - August 18, 2026

DATE POSTED:August 12, 2026

Macaulay Centres for Children values the diversity of people and communities and is committed to excellence and inclusion. We welcome qualified individuals who contribute to the diversity of our staff group.

Macaulay Centres for Children offers accommodation for applicants with disabilities in its recruitment process. If you are contacted by the agency regarding a career opportunity, please advise if you require accommodation.

We thank all applicants for their interest in our organization, however only those selected for an interview will be contacted.

This job posting is available in alternate formats upon request.

Macaulay Centres for Children is committed to service and employment equity.