Systems and Data Coordinator

Hope Story; Cambridge; Hybrid; CAD 38,000 - 42,000; Part time

Benefits offered by this job

Group health benefits

Pro-rated vacation

Sick leave

Flex time

Professional development support

Job summary

Hope Story is seeking a Systems & Data Coordinator to manage the donor CRM, Microsoft 365 environment, and cybersecurity practices. The role involves hands-on system administration, data accuracy, and user support for staff and international partners.

The position is permanent, hybrid in Cambridge, Ontario, with 25-30 hours per week and a start date ASAP. Benefits include health coverage, vacation, sick leave, flex time and professional development support.

Qualifications

• Minimum 2 years relevant experience in CRM/database administration.
• Strong IT troubleshooting skills including Microsoft 365 administration.
• Excellent data-management and accuracy.
• Ability to support non-technical users clearly and patiently.
• Strong organizational and problem-solving skills.
• Ability to work from Cambridge office at least one day per week.

Responsibilities

• Administer Neon CRM: maintain donor, donation and sponsorship records.
• Manage recurring donations, campaigns, funds, rows, forms and data integrity; generate reports and tax receipts.
• Administer Microsoft 365: Teams, SharePoint, OneDrive, Exchange Online; manage user accounts and licenses.
• Provide day-to-day technology support to staff and partners; coordinate cybersecurity measures.
• Maintain system documentation and inventory; support onboarding/offboarding.

Skills

CRM/database administration

IT troubleshooting

Data management

Attention to accuracy

Non-technical user support

Organizational skills

Independent work

Communication

Tools

Neon CRM

Microsoft 365 (SharePoint/Teams/OneDrive/Exchange Online)

Security tools (MFA, access controls)

KnowBe4

Job description

ABOUT HOPE STORY

Hope Story is a mission-driven organization founded in 1998 with a vision to serve orphans and vulnerable children. We partner with local churches in Burkina Faso, Canada (Thunder Bay), Colombia, Kenya, Lebanon, Tanzania, and Zambia, empowering them as they respond to Jesus’ call to serve the poor in their own communities. Through these locally led ministries, we provide vulnerable children with access to education, healthcare, and discipleship. Our headquarters is in Cambridge, Ontario, and we engage donors from across Canada to support this fulfilling work.

ABOUT THE ROLE

Title:Systems & Data Coordinator

Salary Range:$38,000 - $42,000 CAD annually

Employment Type: Permanent, 25-30 hours per week

Location:Hybrid, Cambridge, Ontario. A minimum of one regular in-office day per week at Hope Story’s Cambridge office is required, with additional in-person attendance as operational needs arise.

Reports to:Operations Lead

Proposed start date:As soon as possible

Benefits:Group health benefits following successful completion of the three-month probationary period, three weeks' pro-rated vacation, sick leave, urgent care day, flex time and professional development support.

Job Posting is for a vacant position.

POSITION OVERVIEW

The Systems & Data Coordinator is responsible for the day-to-day administration of Hope Story’s donor database, Microsoft 365 environment, digital records and cybersecurity systems. The role ensures that organizational data is accurate and secure, staff and international partners receive practical technology support, and good cybersecurity and access-management practices are followed. This is a hands-on position for someone who enjoys solving problems, improving systems, maintaining accurate data and helping non-technical users work confidently with technology.

KEY RESPONSIBILITIES

CRM & Donor Data

• Administer and maintain Neon CRM, ensuring donor, donation and sponsorship records are accurate and complete.
• Manage recurring donations, campaigns, funds, forms, workflows and data integrity.
• Produce CRM reports and issue annual charitable tax receipts.
• Work with the bookkeeper to resolve discrepancies between Neon, payment platforms and accounting records.

Microsoft 365 & Technology Systems

• Administer Microsoft 365, including Teams, SharePoint, OneDrive, Exchange Online, user accounts, permissions and licenses.
• Manage staff and partner system access, including account setup, changes and deactivation.
• Maintain Hope Story’s systems register, technology inventory and key system documentation.

IT Support & Cybersecurity

• Provide day-to-day technology support to staff and international partners.
• Administer cybersecurity trainings, MFA, access controls and routine security/access reviews.
• Support cybersecurity, data protection, backup and device-security practices.
• Coordinate and elevate technology or cybersecurity incidents to appropriate providers or leadership.

Office Administration

• Set up and remove technology, accounts, equipment and system access for staff onboarding and offboarding.
• Maintain organizational devices, equipment, digital and physical records, and essential office supplies.
• Maintain process guides and documentation for systems under the role’s responsibility.

Required Qualifications

• A minimum of 2 years relevant experience in CRM/database administration.
• Strong general IT and troubleshooting skills with experience administering Microsoft 365, including SharePoint, Teams, OneDrive, Exchange Online, accounts and permissions.
• Working knowledge of cybersecurity practices, including MFA, access controls, Security Awareness Training, backups and account/device security.
• Strong data-management skills with excellent attention to accuracy.
• Ability to support non-technical users clearly and patiently.
• Strong organizational, problem-solving and independent work skills.
• Ability to work from Hope Story’s Cambridge office at least one day per week.

Preferred Qualifications

• Experience with Neon CRM or another nonprofit donor-management system.
• Experience working in a Canadian charity or nonprofit.
• Experience with KnowBe4, password-management or other cybersecurity tools.
• Experience coordinating with external IT/service providers.

Personal Attributes

Warm, service-oriented and highly organized, with strong attention to detail, good judgment, initiative, integrity, and the ability to work independently while supporting Hope Story’s Christian mission.