Systems Manager - EXEMPT

Systems Manager

Salary: $90,000

Position Summary

The Systems Manager is a focused leadership role that oversees how our systems, processes, and information work together to support staff and the clients the Progressive Housing Society serves.

This role will be responsible for:

• Providing executive-level oversight of technology and information systems o Leading and coordinating the internal IT function (Tier 1 support and related tasks) o Partnering with our external Managed Service Provider (MSP) on technical delivery and security.
• Strengthening data management, privacy, and file organization across the organization.
• Supporting the Executive Director, HR and legal counsel on technology-related aspects of investigations and risk management.

Key Responsibilities

1. Operations & Systems Oversight o Maintain a high-level view of organization systems (Microsoft 365, ComVida, Sage Accounting, portals and internal databases/ticketing).
   • Lead an initial systems and file management review, identifying gaps, overlaps, and operational risks. o Recommend and coordinate changes that make it easier for staff to find information, complete tasks, and follow consistent processes.
2. Vendor & Technology Partner Management o Serve as the primary liaison to the MSP to review recurring issues and upcoming projects; escalate strategic issues to the Executive Director as needed.
3. Internal IT Function Leadership o Provide management oversight to the Tier 1 IT Support role, ensuring responsive service to staff and clear escalation paths to the MSP.
   • Coordinate IT-related work carried out by the Executive Assistant (e.g., internal ticketing system, simple databases). o Ensure there are clear, simple processes for asset tracking, license management, onboarding and offboarding from a governance perspective.
4. Data Management & Information Governance o Lead the design and implementation of a coherent file and data structure, especially for sensitive client, HR and financial information.
   • Work with leadership to develop and roll out practical data storage and access guidelines (e.g., how SharePoint, Teams, OneDrive and line-of-business systems should be used). o Ensure practices align with privacy expectations, funder requirements, and organizational policies.
5. Investigations & Risk Support o Act as the operations lead for technology-related components of investigations, labour relations, and risk management
   • Coordinate with the MSP and, where appropriate, use limited administrative permissions to arrange the information access and safeguards required by the Executive Director, HR, and legal counsel.
   • Translate technical outputs (logs, reports, timelines) into clear, non-technical summaries for decision-makers.
6. Staff Engagement & Change Management o Work with managers and HR to communicate expectations around data handling, privacy, and system use in accessible language. o Support staff through changes to systems or processes, collecting feedback and adjusting approaches where needed. o Promote a culture where staff understand both the “why” and “how” of good data practices.

Qualifications & Experience (Required)

• Post-secondary education in Business Administration, Operations, Information Systems, or a related field, or an equivalent combination of education and experience
• 5+ years of experience in operations, business systems, or organizational coordination, including responsibility for processes and cross-department collaboration.
• Experience overseeing or working closely with IT providers or vendors, rather than doing hands-on system administration.
• Familiarity with Microsoft 365 and other business systems from a management/oversight perspective (comfortable reading reports, setting expectations, and making decisions with technical input). • Experience supervising, coordinating and or leading support staff or small teams.
• Strong understanding of confidentiality, privacy, and data protection as they relate to client and employee information.
• Excellent communication skills, able to translate technical concepts into clear, practical guidance.
• Experience working in a non-profit or health care organization is preferred