Systems and Operations Coordinator

ISNA School Board • Mississauga, ON

15h • CA$50,000 - CA$60,000 • Hybrid

About The Position

This is a newly created position at the centre of how our schools run. As Systems and Operations Coordinator, you will be the operational backbone connecting our educational technology platforms, our people processes, and our finance workflows across both campuses. You will own the systems that administrators, teachers, and families depend on every day — and you will be the first person staff turn to for HR and payroll questions, so that school leadership can stay focused on students and learning. The role suits a systems-minded professional who is equally comfortable executing a student-information-system rollover, walking a new employee through their benefits enrollment, and reconciling a monthly payment-platform report. You will inherit well-documented workflows, a modern platform stack, and a clear mandate.

Requirements

• Post-secondary education in information systems, business administration, or a related field — or an equivalent combination of education and experience.
• Three or more years in operations coordination, school administration, HR administration, or a comparable role with substantial responsibility for data, records, and process accuracy.
• Advanced proficiency with spreadsheets (Excel / Google Sheets), CSV data handling, and Google Workspace, with a demonstrated ability to learn new software platforms quickly and follow documented technical workflows precisely.
• Meticulous accuracy and sound judgment with confidential student, staff, and financial information.
• A service mindset and clear, patient communication with staff and vendors.
• A valid Vulnerable Sector Screening (or willingness to obtain one prior to start).

Nice To Haves

• Direct experience with PowerSchool, Canvas, or OpenApply; familiarity with Ontario school records and reporting (OSR, OEN, OnSIS).
• Exposure to HR administration, contract administration, payroll coordination, or benefits administration; hands-on experience with ADP Workforce Now or a comparable HRIS.
• Automation skills such as Google Apps Script; experience in an independent or faith-based school environment.

Responsibilities

• Administer the student information system (PowerSchool) across both campuses: year-end/year-start rollover, student promotions, master schedule build support, room mapping, staff permissions, reporting, and integration troubleshooting.
• Administer the learning management system (Canvas): academic terms, SIS imports, student, parent, and staff accounts, observer pairing, enrollments, and password/access support; serve as project point person for our Edwin rollout.
• Manage the back end of our admissions platform (OpenApply): application forms, checklists, exports, and data synchronization into PowerSchool.
• Maintain ancillary platforms and rosters behind the scenes: contact-list uploads for the OneCall notification system, IXL, Cogens, eTeacher, and yearbook data exports.
• Own the complete systems chain for new-student onboarding and withdrawals, from admissions export through account creation to preparing family login credentials for distribution by the school office.
• Coordinate the school-wide Chromebook fleet: assignment, collection, tracking, and first-line triage, escalating hardware and network issues to our external IT provider.
• Support Ministry data compliance: OnSIS data preparation and validation, Ontario Education Number data hygiene, and student-records audit support.
• Act as the single point of contact for educational technology vendors: releases, support tickets, security advisories, and credential and access hygiene.
• Draft and publish job postings with hiring managers; manage applicant intake and coordinate recruitment logistics, including scheduling and attending interviews.
• Administer onboarding: police record checks, mandatory training bookings and compliance tracking, technology orientation, and new-staff document packages.
• Prepare, issue, and track employment contracts and renewal letters from approved templates; collect signed agreements and maintain complete, audit-ready personnel documentation.
• Administer employee records on ADP Workforce Now: profile setup, onboarding and offboarding workflows, status and compensation changes as directed, and document management.
• Serve as first-line contact for staff questions about the Health Spending Account and coordinate with our benefits provider (Blendable).
• Coordinate staff-facing HR communications: contract and renewal cycles, benefits enrollment windows, training and compliance reminders, and follow-up on outstanding staff documentation.
• Provide broad HR administration as the function grows: leave tracking, personnel file audits, policy and handbook compliance support, exit-process coordination, and first-line response to general HR inquiries from staff.
• Act as the bridge between staff and payroll: answer routine payroll questions, resolve discrepancies, and transmit payroll-affecting changes accurately and on time.
• Prepare monthly payment-platform reporting and support reconciliation and invoice workflows with the accounting team.

Benefits

• Health Spending Account administered through Blendable.
• Paid statutory holidays, paid days for each Eid, and paid personal/sick days per the employment agreement.
• Professional development support and the opportunity to shape a new role in a growing institution.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree