Systems and Operations Coordinator

Position Type: Full-time, permanent, 12-month operational role

Location: ISNA Schools, Mississauga, Ontario — hybrid: based across both campuses (ISNA Elementary School, JK–Grade 8, and ISNA High School, Grades 9–12) with remote flexibility for systems-based work

Reports to: Executive Director

Salary Range: $50,000 – $60,000 annually, commensurate with qualifications and experience

Start Date: Immediate — the successful candidate will join during the 2026–27 school-year launch

Priority Consideration Date: August 28, 2026 (applications received after this date will be reviewed on a rolling basis)

About ISNA Schools

Established in 1983, ISNA Schools is a leading K–12 Islamic independent school serving approximately 760 students across two campuses in Mississauga. Guided by our motto, "Towards Enlightened Generations," and our IHSAN values — Ikhlas (sincerity), Humility, Service, Ambition, and Naseeha (sincere counsel) — we integrate academic excellence within the Ontario curriculum with authentic Islamic character education. ISNA Schools is in a period of deliberate institutional growth, investing in its people, systems, and programs to serve our community for generations to come.

The Opportunity

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.

What You Will Do

Systems & Technology Administration

• 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 (message content and sending remain with the office and school administration), 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.

Human Resources Coordination

• 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.

• Decision authority on hiring, compensation, discipline, and performance management remains with school leadership; this role coordinates and administers the processes around those decisions.

Finance & Payroll Liaison

• 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.

What You Bring

Required

• 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. You do not need to be a programmer — our platforms are well documented and supported.

• 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).

Strong Assets

• 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.

Our Environment

ISNA Schools is an Islamic faith-based independent school. All staff are expected to uphold the school's Islamic ethos, values, professional conduct standards, and dress code, and to contribute positively to a warm, respectful, and student-centred community. The role is hybrid: primarily on-site across both campuses during onboarding and key school-year periods (including the September launch cycle), with up to two remote days per week for systems-based work once established, flexing with the school calendar.

Compensation & Benefits

• Annual salary of $50,000 – $60,000, commensurate with qualifications and experience, paid in semi-monthly installments.

• 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.

How to Apply

Submit your resume and a cover letter through the ADP application portal. In your cover letter, please speak directly to how your experience aligns with this role and how you would contribute to ISNA Schools' vision, mission, and IHSAN values. Applications received by August 26, 2026 will receive priority consideration; the posting remains open until filled.

This posting is for an existing, board-approved vacancy. Applications are managed through ADP Workforce Now; artificial intelligence tools may be used to assist in the initial screening of applications. All hiring decisions are made by ISNA Schools staff.

We thank all applicants for their interest; only those selected for an interview will be contacted. ISNA Schools is committed to an inclusive, accessible recruitment process. Accommodations are available on request at any stage of the selection process in accordance with the Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code.