Position: Business Systems & IT Coordinator
The YMCA Southwestern New Brunswick is working hard to address the critical issue’s facing the region; the health crisis, population decline, youth outmigration and child poverty. At the Y, we are striving to build a diverse and inclusive community where each person is valued for the unique perspectives and contributions they bring.
The Y offers a diverse set of programs at 20 locations in the city and surrounding municipalities. We are a community of 475 employees and 500 volunteers. If you don’t have a Y story yet – now is your opportunity to get involved. We invite you to come see what the power of belonging can do for you, your career and your community.
POSITION OVERVIEW
The Business Systems & IT Coordinator reports directly to the CFO and serves as the organization's point of accountability for business systems analysis, IT vendor oversight, and IT initiative planning. This is a role responsible for understanding stakeholder technology needs, evaluating and improving business systems and processes, and coordinating the association's IT ecosystem, including its relationship with iSpire, the organization's third-party deskside IT support provider.
The role is strategic and coordinative rather than hands-on desktop support: day-to-day end-user support and deskside issues are delivered by iSpire, with this role acting as the internal liaison, escalation point, and quality/performance overseer of that relationship. The ideal candidate combines business acumen, analytical rigor, and enough technical fluency to translate between operational stakeholders, the CFO, and external IT vendors.
CORE RESPONSIBILITIES
Business Systems & Process Analysis
- Gather and document business requirements through interviews, workshops, and meetings with stakeholders across departments.
- Analyze existing business systems, processes, and data flows to identify inefficiencies and opportunities for improvement.
- Participate in the design, selection, and implementation of systems (e.g., financial, HR/payroll, membership, CRM) that improve productivity and stability in line with the association's objectives.
- Conduct feasibility studies, cost-benefit analyses, and risk assessments for proposed system changes or new technology investments.
- Lead or support system testing and validation to confirm solutions meet business requirements before go-live.
IT Vendor & Partner Management
- Act as the primary internal liaison with iSpire, the organization's third-party deskside IT support provider, coordinating service requests, escalations, and issue resolution.
- Monitor iSpire's (and other IT vendors') performance against service level agreements and contracted deliverables, flagging concerns to the CFO.
- Collaborate and negotiate with other third-party IT vendors and software providers as required, including contract renewals and onboarding of new tools.
- Maintain oversight of cell phone (iOS/Android) and VoIP service accounts, coordinating configuration and troubleshooting through iSpire or the relevant carrier/vendor.
Internal Program & Registration Systems Support
- Provide day-to-day setup, configuration, and troubleshooting support for the association's internal line-of-business software, including ActiveNet (program/membership registration), CampBrain (camp programs), and ProtectorNet (access/security), among others.
- Act as the internal administrator and point of contact for these systems, managing user accounts, permissions, and basic configuration changes requested by program staff.
- Liaise with the software vendors for these platforms on upgrades, technical issues, and renewals, escalating to iSpire or other IT vendors where a deeper technical fix is required.
IT Initiative Tracking & Reporting
- Maintain a master tracker of ongoing IT initiatives, projects, and vendor engagements across the association.
- Provide regular status reports and updates to the CFO on IT initiatives, risks, timelines, and budget implications.
- Support the CFO in prioritizing and planning the association's IT roadmap and annual IT-related budget items.
IT Assets, Policy & Compliance
- Maintain and administer the association's IT asset inventory, including lifecycle planning for hardware and software licensing.
- Support development, maintenance, and rollout of IT-related policies (e.g., Acceptable Use, AI Use, data security) in collaboration with the CFO and People & Culture.
- Stay current on industry trends, best practices, and emerging technologies relevant to business systems and non-profit/association IT needs.
- Provide exceptional customer service to internal staff on systems and IT-related questions, directing hands-on support needs to iSpire as appropriate.
- Perform other business systems and IT coordination duties as required.
SKILLS AND QUALIFICATIONS
- Post-secondary education in Business Administration, Computer Science, Information Systems, or a related field.
- Strong analytical and problem-solving skills, with the ability to think critically and identify effective solutions to business challenges.
- Experience coordinating or managing third-party vendors or service providers; comfortable owning a vendor relationship and holding partners accountable to SLAs.
- Excellent written and verbal communication skills, with the ability to translate technical concepts for non-technical stakeholders, including senior leadership.
- Strong organizational and project-tracking skills; comfortable maintaining trackers/dashboards and reporting status to leadership.
- Working knowledge of business systems commonly used by small/mid-sized organizations (e.g., financial systems, HR/payroll platforms, CRM or membership management systems).
- Experience with, or aptitude to quickly learn, program/registration software such as ActiveNet, CampBrain, or ProtectorNet is an asset.
- Flexible and adaptable, with the ability to multi-task and prioritize with minimal direction.
- Strong time management and interpersonal skills.
WHAT WE OFFER
- Professional Development: Ongoing training and skill-building opportunities.
- Perks: YMCA individual membership and Family membership taxable benefit, flexible hours
- Supportive Environment: Work with a team that values growth and career progression.
- Paid Vacation and Wellness Days.
- Benefits: Eligibility to enroll in the YMCA’s benefits and pension plan.
- Competitive Compensation: Ranging between $48,000 - $53,000 annually.
(Starting salaries are based on skills and experience and typically fall between the minimum and mid-point of the range. The YMCA also offers opportunities for growth, regular reviews for progression, and the chance to make a meaningful impact in our community.)
EQUAL OPPORTUNITY COMMITMENT
We value the unique perspectives and contributions of each individual and are committed to building an inclusive, diverse workforce.
DUTY TO ACCOMMODATE
The YMCA is committed to creating inclusive and accessible environments for all. If you require an accommodation at any stage of the application or employment process, we encourage you to let us know so we can ensure equitable opportunities for all.
