Waterloo Region – Business System Specialist

Full-Time Permanent

Location: Waterloo Region

Work Hours: 37.5 hours per week

Employment Type: Full Time- Permanent

Number of Vacancies: 1

Anticipated Start Date: September 14, 2026

Deadline to Apply: August 30, 2026

Annual Salary Range: $49,000- $59,000

Do you enjoy learning how systems work, solving operational challenges, and helping others use technology with confidence? The IT, Systems and Experience team is looking for a collaborative and curious teammate who can turn day-to-day system needs into practical, sustainable solutions.

We are a small but mighty team that uses systems and technology to make our YMCA more efficient and improve the experience of staff, members, participants, and families. This role is part of the operational portfolio within our IT, Systems and Experience Team. It focuses on the day-to-day ownership, support, optimization, and continuous improvement of designated business systems, while working closely with operational leaders and strategic partners on larger enhancements and projects.

The Business System Specialist will be a lead resource for designated business application(s), which may include GymMaster, Kindertales, CampBrain and other core YMCA platforms. The role combines system administration, reporting and analytics, training key operators, documentation, user support, business analysis, and process improvement. The successful candidate will also contribute insight and support across other systems and team projects.

Why Join the Y?

Total Rewards Package:

Time Away from Work for your Well-being - At the YMCA of Three Rivers, we recognize the importance of work-life harmony! All full time team members are entitled to earn 3 weeks of vacation and have the opportunity to earn more as length of service increases. To support your overall well-being, we also offer 12 well-being days that team members use for sick time off or to care proactively for yourself. Bereavement days are also available.

Wellness - The YMCA of Three Rivers is committed to the health and wellness of our teams. Full time employees receive…

- Well-being days that can be used as they are earned
- Access to an Employee (and Family) Assistance Program which provides free and confidential counselling, resources and services
- A free YMCA membership for yourself and your family which can be used to access our fitness centers
- Discounts on programs and services offered by the YMCA including child care services

Pension Plan - All full-time employees have the opportunity to participate in a group pension plan after two consecutive years of employment, employees contribute 5% of their gross earnings per pay which is matched by the Y. After three consecutive years of full-time service, participation in the YMCA pension plan is mandatory.

Healthcare and Dental Benefits - The YMCA of Three Rivers offers full time employees a comprehensive group benefit package (after 3-months from start date) that includes: Prescription drugs, Basic dental coverage, Professional services such as Registered Massage Therapist, Physiotherapist, Psychologist, Psychotherapist, Chiropractor and Naturopath, Vision care.

What you’ll Be Doing…

Business system administration and support

- Provide day-to-day administration and support for designated business system(s), including user accounts, access, configuration, maintenance, and issue resolution.




- Monitor system functionality, data quality, and recurring issues, and coordinate timely resolution or escalation when required.
- Act as the operational point of contact for designated system vendors and third-party partners, following established escalation and governance processes.

Reporting, data, and system integrity

- Build, maintain, and improve operational reports and dashboards that help teams understand performance and make informed decisions.
- Support data accuracy, consistency, confidentiality, and appropriate access across client, member, participant, and staff information.
- Analyze system usage, trends, and data requests, and translate findings into clear, practical information for operational teams.

Business analysis and continuous improvement

- Listen to operational needs, gather and document business requirements, and map current processes, workflows, and pain points.
- Identify opportunities to improve processes through system configuration, automation, clearer documentation, or better ways of working.
- Recommend practical system enhancements and participate in discovery, testing, validation, implementation, and post-launch stabilization.

Training, documentation, and adoption

- Develop and maintain practical system toolkits, standard operating procedures, process documentation, and knowledge resources.
- Deliver training and user enablement for key operators within designated business system(s), using approaches that meet teams where they are.
- Support change adoption by communicating clearly, reinforcing consistent processes, and helping users build confidence and self-service capability.

Collaboration and service

- Build strong working relationships with operational leaders, subject-matter experts, vendors, and IT, Systems and Experience teammates.
- Promote consistent information, processes, and system practices across YMCA Three Rivers.
- Contribute to cross-functional projects and provide input into other business systems, reports, and service improvements as needed.

What you will bring…

- A college diploma, university degree, or an equivalent combination of education and relevant experience in business systems, business analysis, information technology, operations, data, or a related field.
- Experience administering, configuring, supporting, or improving a CRM, line-of-business application, or comparable operational system.
- Solid analytical and problem-solving skills, with the ability to understand workflows, investigate issues, interpret data, and recommend practical improvements.
- Experience gathering requirements, documenting processes, testing changes, and translating operational needs into clear system or process actions.
- Proven ability to create meaningful reports, work with data accurately, and explain findings to different audiences.
- Excellent communication, facilitation, training, and relationship-building skills.
- A collaborative, service-focused approach and the ability to balance user needs, organizational standards, security, privacy,



and system integrity.
- Strong organization and follow-through, with the ability to manage competing priorities and maintain clear documentation.
- Intermediate proficiency with Microsoft 365 applications. Experience with GymMaster, CampBrain, Kindertales, Power BI, VoIP/FreePBX, help desk platforms, or other YMCA systems is an asset.
- YMCA Trainer certification or experience supporting adult learning is an asset.
- An acceptable Criminal Record Check, in accordance with organizational requirements.

Competencies for success

- Operational ownership: Takes responsibility for reliable day-to-day system operation, follows issues through to resolution, and maintains accurate documentation.
- Business analysis: Asks thoughtful questions, identifies the underlying need, and turns operational challenges into clear requirements and improvement opportunities.
- Data stewardship: Handles information carefully and supports accurate, secure, consistent, and privacy-conscious system practices.
- Continuous improvement: Looks beyond the immediate fix to reduce recurring issues, streamline work, and improve system value over time.
- User enablement: Explains systems in practical language and develops training and resources that build confidence and adoption.
- Collaboration and judgement: Works effectively across technical and operational teams, understands decision boundaries, and escalates strategic, security, governance, or high-risk matters appropriately.
- Learning agility: Builds knowledge quickly, stays curious, and adapts as systems, processes, and organizational needs evolve.

Applications..

Internal candidates can apply through the internal career center by clicking here. The posting will be open until August 30, 2026. However, we will begin reviewing applications as they arrive to find the right person for this opportunity.

The YMCA of Three Rivers proudly serves the communities of Guelph-Wellington, Stratford-Perth, and Waterloo Region. Our purpose is to make our diverse communities healthier and more vibrant. With dignity and respect, our programs and services inspire individuals to reach their full potential. Learn more about our history, mission, vision, and values here.

The YMCA of Three Rivers embraces diversity and is committed to creating an inclusive workplace, welcoming applications from all qualified persons. Our goal is to attract, develop and retain highly talented employees from diverse backgrounds, allowing us to benefit from a wide variety of experiences and perspectives.

In accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act, 2005, accommodation will be provided at any point throughout the hiring process, provided the candidate makes their accommodation need known to the YMCA of Three Rivers. The YMCA of Three Rivers complies with the Employment Standards Act, Pay Equity Legislation and privacy laws. In keeping with privacy laws, we are committed to protecting personal information by following responsible information handling practices.

For more information on the YMCA of Three Rivers’ commitment to privacy, please visit our website.

Please note that due to the large volume of applications received, only candidates being considered for the position will be contacted.

To explore additional career opportunities with the YMCA of Three Rivers, please visit our Career Page.

📌 Business System Specialist- Full-Time-Permanent (Cambridge)
🏢 YMCA of Three Rivers
📍 Cambridge