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Canadian Centre on Substance Use and Addiction

Position Title: Document Management and Database Analyst

Reports to: Director, Information Systems and Web Services

Reporting to the Director, Information Systems and Web Services, the Document Management and Database Analyst is responsible for managing and maintaining CCSA’s Client Relationship Management (CRM) database and Electronic Document Management System (EDMS). The Document Management and Database Analyst will develop guidelines, recommendations, procedures, training and supporting documentation.

Responsibilities

Client Relationship Management (CRM) Database

  • Maintain full administrative control of the CRM database, including user control, deletion control, customization and user support
  • Ensure data is appropriately backed up, data integrity is maintained, and database performance is improved by performing data cleanup on a regular basis
  • Review and update CRM layout, fields and user interface to ensure alignment with organizational needs and strategic directions
  • In collaboration with the web team, create and maintain an automated subscription and workflow management function between the web, learning management system and the CRM
  • Ensure corporate electronic communication (e.g., e-blasts) templates are current and functional on web and mobile
  • Ensure the CRM is responsive to the reporting needs of the organization by creating regular reports on usage, key metrics and analytics 
  • Create guidelines, procedures and recommendations for CRM-related functions
  • Provide guidance and support to staff for contact management, distribution lists, capturing client engagement and processing mail merges
  • Liaise with external vendors, as needed, to develop or modify customized functionality
  • Liaise with IT, as needed, for licensing, upgrades, enhancements and overall compatibility of the CRM 

Electronic Document Management System (EDMS)

  • Maintain administrative and quality control of the EDMS
  • Develop guidelines and procedures to be used by CCSA to create, store, find and dispose of files in the EDMS
  • Conduct regular audits of EDMS and performance document cleanup for system upkeep 
  • Provide regular reports on system key metrics and usage
  • Work closely with the information specialist to manage and support information architecture, and organization, retrieval and management of files (e.g., records classification, taxonomy, metadata, retention schedule)
  • Develop and maintain search strategies and pre-set metadata to ease document retrieval
  • Provide training, support and guidance to employees on fundamental EDMS skills and information management as it pertains to EDMS best practices 
  • Monitor and report on staff compliance with document management policies and protocols
  • Liaise with IT and external vendors, as needed, for upgrades, new features, enhancements and support

Qualifications

  • A degree or diploma in information systems and management, computer science or related field
  • 3–5 years related work experience with CRM databases (e.g., Microsoft Dynamics 365, Salesforce, Oracle, etc.)
  • 3–5 years of experience working with document management systems (e.g., M-files, Microsoft 365 document solutions, OpenText, collaboration platforms, etc.)
  • Experience with system administration, records management and information management concepts 
  • Knowledge of database design and schema, SQL commands and tools, and general database technologies
  • Knowledge of workflow automation and capabilities for CRM and EDMS 
  • Knowledge of legislation (e.g., PIPEDA, GDPR, CASL, etc.) that has an impact on personal data and privacy as it relates to databases 
  • Proven ability to train and communicate in plain language, both verbal and written
  • Proven experience working independently and in a team environment with a high degree of initiative, attention to detail, responsibility and efficiency 
  • Proven ability to establish priorities and manage competing deadlines in a fast-paced environment while exercising flexibility and sound judgement
  • Advanced Microsoft Word, PowerPoint and Excel skills

Assets

  • Bilingual French/English 
  • Knowledge of data visualization tools, design and reporting
     

Consideration of candidates will begin immediately and will continue until the position is filled. Interested candidates should submit a résumé and covering letter by email to hr@ccsa.ca. We thank all respondents; however, only those candidates selected for an interview will be contacted.

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