ABOUT US:

We are a mission-driven non profit in Haliburton, Ontario, dedicated to creating meaningful community impact. We are transforming our operations by building a modern digital infrastructure that empowers staff, streamlines processes, and maximizes our impact. We seek a tech-savvy, detail-oriented professional to lead this transformation.
Role Overview:
As our Solutions Specialist, you will design, implement, and maintain robust digital workflows using SmartSuite (or a comparable platform), seamlessly integrate Dropbox for file management. You may also be asked to train administrative staff to manage these systems independently. This role combines technical expertise, data storytelling, and a clear, plain English teaching style.

NOTE:

This role is ideal for a recent graduate or early-career professional seeking to make a tangible impact in a mission-driven environment. You will have the opportunity to build, automate, and teach—helping our organization transition from outdated, manual processes to a modern, scalable digital infrastructure.

Qualifications :

• Recent graduate in IT, Data Science, Business Administration, or related field (or equivalent experience).
• Technical Skills

• SmartSuite (or Similar Platform) Implementation
  o Build and configure custom workflows, databases, and data-collection forms tailored to our non profit’s needs.
  o Organize, format, and migrate raw data from multiple programs across many years, ensuring consistency and usability for reporting and analysis.
  o Develop and maintain KPI dashboards for real-time impact metrics, donor reports, and program monitoring.
  o Automate repetitive processes to streamline data entry, approvals, notifications, and reporting, reducing manual work and minimizing errors.
  o Configure automation triggers (e.g., when a record is created/updated, when a form is submitted, or at scheduled times) to ensure seamless workflow execution.
  o Implement role-based permissions for sensitive data access and ensure compliance with organizational standards.

o Document processes and create user guides for staff, emphasizing best practices for data entry and dashboard navigation.

• Dropbox Integration & Organization

o Audit and restructure Dropbox to establish intuitive naming conventions, folder hierarchies, and access permissions.
o Configure seamless bidirectional sync between SmartSuite (or similar) and Dropbox (using native integration or tools like Zapier/Make) for realtime file management.

o Ensure metadata and tagging consistency between systems for easy retrieval and reporting.

• Staff Training & Enablement:

o Develop training materials such as video tutorials, cheat sheets, and stepby-step guides.
o Teach selected staff on SmartSuite (or alternative) workflows, dashboards, automation, and Dropbox management.

o Provide ongoing support and troubleshooting for technical issues related to workflows, data integrity, and file management.

• KPI Tracking & Reporting:

o Define and track key success metrics (e.g., workflow acceleration, user adoption, data accuracy).
o Produce biweekly progress reports and maintain transparent communication with leadership.

Qualifications :

• Recent graduate in IT, Data Science, Business Administration, or related field (or equivalent experience).
• Technical Skills:

o Experience with SmartSuite or databases similar to SmartSuite (or similar platforms like Airtable, Monday.com) for workflow automation, data visualization, and dashboard creation.

o Proficiency in Dropbox organization, permission management, and integration with automation tools. o Ability to clean, standardize, and visualize multi-year datasets.

• Soft Skills:

o Exceptional communication
o Ability to convey complex information in a clear simplified way o Proactive problem-solving and attention to detail.
o Passion for non-profit operations and community impact.