Supervisor, Systems

Macaulay Centres for Children; Toronto; On-site; CAD 90,000 - 120,000; Full time

Job summary

Macaulay Centres for Children seeks a Supervisor, Systems to provide leadership for internal and client-facing applications, plan system initiatives and ensure data quality, privacy and compliance across the organization. The role collaborates with the Director, IT & Systems, program leadership, and external partners to deliver strategic systems outcomes.

The position is based at the head office in Toronto, with responsibilities spanning planning, governance, and staff development, including

Qualifications

• University degree in Business Administration, Information Technology or related field, or equivalent experience.
• 5+ years of experience in systems coordination, application management, or systems project delivery.
• Experience managing or supervising a staff team.
• Experience leading cross‑functional projects and coordinating multiple stakeholders.
• Experience developing documentation, training materials, and implementation plans.
• Experience working with vendors and external partners.
• Experience in a nonprofit, public sector, or multi‑service environment is an asset.

Responsibilities

• Translate organizational priorities into systems work plans, projects, and improvement initiatives, including opportunities to leverage automation and emerging technologies (e.g., AI) to improve efficiency and service delivery.
• Lead systems projects from concept through implementation, including scope definition, timelines, dependencies, risks, and deliverables.
• Coordinate multiple concurrent initiatives and ensure alignment with approved priorities.
• Apply practical project management approaches appropriate to the organization’s size and capacity.
• Monitor progress, identify risks or blockers, and escalate issues with recommendations as needed.
• Identify and recommend improvements to systems, processes, and practices to enhance efficiency, consistency, and service delivery across the organization.
• Provide systems-related input into organizational planning, growth, and service changes, ensuring initiatives align with technical constraints, capabilities, and strategic direction.
• Support integration planning between applications and underlying technology platforms.
• Establish and maintain effective relationships with internal stakeholders and external partners to support systems planning, decision making, implementation, and continuous improvement.
• Ensure stakeholders are informed of system changes, project progress, timelines, and responsibilities through effective communication and change management practices.
• Facilitate decision making, resolve competing priorities, and build consensus among stakeholders to support successful project delivery and adoption.
• Establish and maintain systems documentation standards, including process documentation, configuration records, data standards and definitions, and training materials and guides.
• Ensure system changes, enhancements, and implementations are appropriately documented, reviewed, approved, and communicated, including those involving automation and emerging technologies.
• Develop policies, guidelines, standards, and audit-ready documentation related to systems use, ensuring alignment with organizational policies, data governance, privacy obligations, and audit requirements.
• Provide governance and oversight to promote consistent use of best practices, standards, and controls to support effective system use and data quality across the organization.
• Lead the development and oversight of systems training and onboarding materials.
• Ensure staff receive appropriate, timely training to support adoption of new systems, automation tools, processes and organizational changes.
• Promote data handling, privacy awareness, and appropriate system usage practices through training and change management activities.
• Oversee and support training sessions, workshops, and refreshers for diverse staff groups.
• Champion user-centred approaches to systems change, incorporating feedback, addressing adoption challenges, and promoting responsible and effective use of systems, automation, and AI tools.
• Provide leadership and guidance for change management practices when implementing new systems, tools, or process changes.
• Support on‑site training and change enablement activities, including periodic travel to sites across the GTA.
• Provide leadership, supervision, coaching, and performance support to Systems Coordinators and project staff ensuring alignment with departmental priorities and organizational objectives.
• Foster a collaborative, service‑focused, solutions‑oriented team culture that promotes accountability, continuous improvement and knowledge sharing.
• Lead workload planning, resource allocation, role clarity, and skill development.
• Model and promote strong communication, professionalism, and accountability.
• Maintain and develop relationships with application vendors, consultants, and service providers.
• Support planning, testing, and rollout of vendor‑delivered enhancements or projects, including those involving automation and AI‑enabled capabilities.
• Monitor and track issues, enhancement requests, and follow‑ups to resolution.
• Contribute to contract reviews, renewals, and cost‑effectiveness discussions with management.
• Attend agency staff meetings, training, team meetings, and special events as required.
• Maintain optimal attendance at work.
• Work in compliance with all applicable regulations, policies, and standards.
• Comply with all organizational policies, practices, and quality standards.
• Work to further the organization’s mission, vision, values, and strategic directions.
• Perform other duties as assigned.

Skills

Project planning

Communication

Stakeholder engagement

Leadership

Professionalism

Discretion

Education

University degree in Business Administration or Information Technology

Job description

The Supervisor, Systems provides leadership, coordination, and strategic oversight for the organization’s internal and client-facing applications. This role is responsible for planning and delivering systems initiatives, establishing standards and documentation, coordinating projects and vendors, and building organizational capacity through training and change management., including the effective and responsible use of automation, emerging technologies (e.g., AI), and data practices.

This management position works closely with the Director, Information Technology & Systems, program leadership, and external partners to ensure systems support organizational priorities, data quality, compliance, and service delivery.

This position is based at Macaulay Centres for Children Head Office (2010 Eglinton Ave W., Toronto, ON M6E 2K3).

RESPONSIBILITIES:

Systems Planning & Project Leadership

• Translate organizational priorities into systems work plans, projects, and improvement initiatives, including opportunities to leverage automation and emerging technologies (e.g., AI) to improve efficiency and service delivery.
• Lead systems projects from concept through implementation, including scope definition, timelines, dependencies, risks, and deliverables.
• Coordinate multiple concurrent initiatives and ensure alignment with approved priorities.
• Apply practical project management approaches appropriate to the organization’s size and capacity.
• Monitor progress, identify risks or blockers, and **escalate** issues with recommendations as needed.
• Identify and recommend improvements to systems, processes, and practices to enhance efficiency, consistency, and service delivery across the organization.
• Provide systems-related input into organizational planning, growth, and service changes, ensuring initiatives align with technical constraints, capabilities, and strategic direction.
• Support integration planning between applications and underlying technology platforms.

Coordination & Stakeholder Engagement

• Establish and maintain effective relationships with internal stakeholders and external partners to support systems planning, decision making, implementation, and continuous improvement. Provide leadership and oversight for cross‑functional systems initiatives, ensuring requirements, priorities, risks, and organizational impacts are clearly understood and managed.
• Ensure stakeholders are informed of system changes, project progress, timelines, and responsibilities through effective communication and change management practices.
• Facilitate decision making, resolve competing priorities, and build consensus among stakeholders to support successful project delivery and adoption.

Documentation, Standards & Governance

• Establish and maintain systems documentation standards, including process documentation, configuration records, data standards and definitions, and training materials and guides.
• Ensure system changes, enhancements, and implementations are appropriately documented, reviewed, approved, and communicated, including those involving automation and emerging technologies.
• Develop policies, guidelines, standards, and audit-ready documentation related to systems use, ensuring alignment with organizational policies, data governance, privacy obligations, and audit requirements.
• Provide governance and oversight to promote consistent use of best practices, standards, and controls to support effective system use and data quality across the organization.

Training, Change Management & Capacity Building

• Lead the development and oversight of systems training and onboarding materials.
• Ensure staff receive appropriate, timely training to support adoption of new systems, automation tools, processes and organizational changes.
• Promote data handling, privacy awareness, and appropriate system usage practices through training and change management activities.
• Oversee and support training sessions, workshops, and refreshers for diverse staff groups.
• Champion user-centred approaches to systems change, incorporating feedback, addressing adoption challenges, and promoting responsible and effective use of systems, automation, and AI tools.
• Provide leadership and guidance for change management practices when implementing new systems, tools, or process changes.
• Support on‑site training and change enablement activities, including periodic travel to sites across the GTA.

Team Leadership & Collaboration

• Provide leadership, supervision, coaching, and performance support to Systems Coordinators and project staff ensuring alignment with departmental priorities and organizational objectives.
• Foster a collaborative, service‑focused, solutions‑oriented team culture that promotes accountability, continuous improvement and knowledge sharing.
• Lead workload planning, resource allocation, role clarity, and skill development.
• Model and promote strong communication, professionalism, and accountability.

Vendor & Partner Management

• Maintain and develop relationships with application vendors, consultants, and service providers.
• Support planning, testing, and rollout of vendor‑delivered enhancements or projects, including those involving automation and AI‑enabled capabilities.
• Monitor and track issues, enhancement requests, and follow‑ups to resolution.
• Contribute to contract reviews, renewals, and cost‑effectiveness discussions with management.

General

• Attend agency staff meetings, training, team meetings, and special events as required.
• Maintain optimal attendance at work.
• Work in compliance with all applicable regulations, policies, and standards.
• Comply with all organizational policies, practices, and quality standards.
• Work to further the organization’s mission, vision, values, and strategic directions.
• Perform other duties as assigned.

QUALIFICATIONS:

Experience and Education

• University degree in Business Administration, Information Technology or related field, or equivalent experience.
• 5+ years of experience in systems coordination, application management, or systems project delivery.
• Experience managing/supervising a staff team
• Demonstrated experience leading cross‑functional projects and coordinating multiple stakeholders.
• Experience developing documentation, training materials, and implementation plans.
• Experience working with vendors and external partners.
• Experience in a non‑profit, public sector, or multi‑service environment is an asset.

Core Skills & Competencies

• Strong project planning and organizational skills.
• Excellent written and verbal communication skills.
• Ability to explain technical concepts clearly to non‑technical audiences.
• Strong stakeholder engagement and facilitation skills.
• Collaborative leadership style with a people‑centred approach.
• High level of judgement, professionalism, and discretion.

Other

• Valid Driver’s License and access to a personal vehicle is required.
• Acceptable Vulnerable Police Record Check.