Women In Need Society (WINS) is a Calgary-based charity dedicated to supporting women and their families to thrive while running a successful thrift social enterprise. Through our community programs, thrift stores, and volunteer network, we create opportunities for women to gain financial independence, confidence, and connection. Our values of dignity, inclusivity, and collaboration guide everything we do.

The Business Systems &

- Optimization Specialist supports WINS in improving business systems, processes, reporting, and technology so employees can work more effectively and leaders can make informed decisions. The role participates in reviews and improvement initiatives for key systems, including Salesforce, ADP Workforce Now, accounting systems, and other business applications.

The Specialist works with departments to gather needs, improve data quality, strengthen reporting, simplify processes, and support system changes. The role also supports practical use of analytics, automation, and artificial intelligence to improve productivity and service delivery. The position works with external consultants, software vendors, implementation partners, and WINS’
- Managed Service Provider when specialized expertise is required.

Duties &

- Responsibilities

Business Systems Review &

- Optimization

- Support reviews and improvement initiatives for WINS’ business systems, including CRM, HRIS, accounting, retail, and other reporting tools.
- Work with department leads and external specialists to gather information about system use, data quality, reporting, workflows, controls, access, integrations, documentation, and support needs.
- Contribute to practical recommendations and improvement plans that consider organizational needs, cost, risk, privacy, security, staff capacity, and long-term sustainability.
- Support explicit system ownership, reliable data, appropriate access, current documentation, user adoption, and continuous improvement.

Business Process Improvement

- Work with departments to understand operational needs, challenges, and objectives.
- Identify opportunities to leverage technology to simplify processes, reduce duplication and manual work, strengthen controls, and improve service delivery.
- Participate in discussions with employees and leaders and help translate business needs into clear process, system, data, automation, or reporting requirements.
- Assist in preparing process maps, business requirements, workflows, test plans, and supporting documentation.
- Support implementation of approved improvements and follow up on results.

Data Analytics &

- Reporting

- Support departments in defining measures, data definitions, reporting standards, and business rules.
- Help improve the quality, consistency, accessibility, and appropriate use of organizational data.




- Summarize findings in clear language and contribute to recommendations for non-technical audiences.
- Document data sources, ownership, refresh schedules, access needs, limitations, and reporting procedures.
- Bring together information from different systems to support operational, financial, program, people, and strategic decisions.
- Create and maintain Power BI dashboards, reports, scorecards, and key performance indicators with guidance from business area leads.

Automation &

- Business Technology

- Identify practical opportunities to improve productivity and access to information through automation and artificial intelligence.
- Develop simple approved solutions or coordinate support using Microsoft Copilot, Power Automate, Power Apps, ChatGPT, and other authorized tools.
- Test solutions with users, gather feedback, and improve them before regular use.
- Help establish practical goals for initiatives, such as time saved, fewer errors, improved service, stronger controls, or better access to information.
- Promote secure and responsible use of automation and AI in line with WINS policies, privacy requirements, access controls, records-management expectations, and appropriate human review.
- Create practical guidance, templates, training, and documentation to support adoption.

Technology Projects &

- Vendor Coordination

- Support the business activities required for system reviews, clean-up projects, upgrades, replacements, implementations, integrations, and data migrations.
- Work with external consultants, software vendors, implementation partners, and WINS’
- Managed Service Provider when specialized expertise is needed.
- Assist in and perform documenting project goals, requirements, scope, responsibilities, timelines, deliverables, risks, and measures of success.
- Support vendor selection by organizing demonstrations, gathering information, comparing options, and contributing to recommendations and business cases.
- Assist with testing, data preparation, training, issue tracking, launch, and post-implementation support.
- Track progress and support documentation and knowledge transfer from external partners.
- Maintain records of major systems, vendors, agreements, licenses, owners, renewal dates, risks, dependencies, and support contacts.

Change Management &

- Organizational Support

- Collaborate with the People &
- Culture team to support employees and leaders through changes to systems, processes, reporting, and technology.
- Develop user guides, training materials,



communications, and other change-support resources.
- Build trusted working relationships and explain technical information in clear, practical language.
- Handle organizational, employee, donor, client, program, and financial information with care and discretion.
- Support planning, budgeting, policy development, risk management, business continuity, and continuous improvement related to systems, data, and technology.
- Perform other related duties as assigned.

Qualifications &

- Experience

- 5-7 years of experience supporting business systems, reporting, process improvement, technology projects, data analytics, automation, or operational change.
- Diploma or degree in Business Administration, Business Analysis, Information Systems, Data Analytics, Technology Management, Computer Science, or a related field. An equivalent combination of education and relevant experience may be considered.
- Experience working with consultants, software vendors, implementation partners, or IT service providers is an asset.
- Familiarity with Salesforce, ADP Workforce Now, accounting systems, Microsoft Copilot, Power Automate, Power Apps, ChatGPT, or similar tools is an asset. Expert knowledge of every platform is not required.
- Knowledge of data governance, privacy, cybersecurity, responsible AI, change management, and project delivery is an asset.

Skills &

- Competencies

- Strong connection to the WINS brand and commitment to the mission, vision, and values of Women In Need Society.
- Strong analytical and problem-solving skills, with the ability to turn broad or unclear issues into practical next steps.
- Ability to understand business needs, gather information, assess options, and contribute to practical recommendations.
- Strong organization and project coordination skills, with the ability to manage assigned priorities and follow work through to completion.
- Clear written and verbal communication skills and the ability to explain systems, data, and technology in simple language.
- Collaborative and service-oriented, with the ability to work effectively with employees, leaders, consultants, vendors, and technical partners.
- Willingness to learn new systems and seek specialized expertise when needed.
- Sound judgment, accountability, discretion, attention to detail, and a commitment to secure and ethical technology use.
- Demonstrated commitment to inclusion.
- Eligible to legally work in Canada and able to provide satisfactory results of a Police Information Check through Calgary Police Service or RCMP.

Working Conditions

- Standard office environment with regular collaboration across WINS departments and locations.
- Occasional travel between WINS sites and flexibility to support system launches, training, or project activities outside regular hours when required.

📌 Business Systems & Optimization Specialist (Calgary)
🏢 WINS (Women In Need Society)
📍 Calgary