The Azrieli Foundation is one of Canadas largest philanthropic foundations, supporting initiatives in education, science & healthcare, research and the arts. Through strategic grants and partnerships, we strive to foster innovation, empowerment and drive positive change within these critical sectors in Canada and Israel.

Position Summary:

The Program Coordinator and Data Administrator plays a key role in managing, analyzing, and safeguarding data related to book distribution, educational engagement, and program operations. This position supports the operational efficiency of the program through strong data practices, administrative coordination, and collaborative support for publishing and outreach efforts.

Key Responsibilities

Data Management and Analysis

• Oversee and maintain datasets related to book distribution, school engagement, and educational program participation, ensuring data accuracy and consistency.
• Analyze trends in data to generate reports and insights that support decision-making, helping to optimize outreach efforts and improve program effectiveness.
• Generate reports on book orders, statistics, and other relevant data for management.
• Identify opportunities to automate data management tasks, such as reporting and order tracking, to improve operational efficiency and reduce manual errors.
• Work closely with communication, outreach, and publishing teams to integrate data from multiple platforms and ensure seamless communication and data flow across departments.
• Ensure the protection of sensitive data, such as contact database and survivor information, by adhering to privacy regulations and maintaining secure data management practices.
• Create procedures for managing website database access, usage, and data backup and recovery.
• Conduct research on data and distribution models, gather requirements based on the website's capabilities, and collaborate with development teams to implement database systems or models that optimize data management and improve operational efficiency.
• Regularly update and maintain author and library information in an organized database.
  

Administrative and Program Coordination

• Provide essential administrative support to the Director, assisting with program-related activities.
• Manage administrative tasks, ensuring accurate records of teachers, schools, and libraries that have ordered resources.
• Spearhead office administrative procedures and develop a system for tracking deadlines, ensuring adherence to protocols and timely completion of tasks and projects.
• Assist the Managing Editor with publishing-related tasks to ensure smooth editorial processes.
• Respond to inquiries via phone and email related to book distribution, manuscript publishing, and event logistics, providing clear and timely information.
• Communicate effectively with stakeholders, providing clear updates and reports.
  

Inventory, Distribution, and Vendor Coordination

• Oversee the management and distribution of eBook data, ensuring accessibility and availability of digital resources.
• Collect and review quotes for book printing and mailing services, create invoices for purchase orders, and ensure cost-effective solutions and timely delivery.
• Coordinate book distribution, both in-house and with external warehouses, as needed.
• Oversee and manage book inventory, conducting regular audits to ensure up-to-date records, well-organized physical stock, and minimal discrepancies.
• Implement inventory control measures to optimize the distribution process and minimize discrepancies.
  

Event and Program Support

• Support event planning and execution, both online and in-person, including managing registration lists, handling newsletter sign-ups, and organizing materials for educational programs and other activities to ensure successful outcomes.

Qualifications

Education and Experience

• Post-secondary education in a relevant field such as Business, Commerce, Data Management, Information Systems,or a related discipline
• Minimum 3 years of professional experience in a data-related role
• Experience working in nonprofit, education, publishing, or cultural institutions is an asset
  

Technical Skills

• Proficient in Microsoft Excel and data management tools (e.g., spreadsheets, database software, CRMs)
• Experience generating and interpreting reports to inform programmatic or operational decisions
• Familiarity with digital publishing formats and eBook metadata management
• Understanding of website database access, backup, and recovery procedures
• Ability to identify and implement basic process automation solutions (e.g., reporting, tracking systems)
• Comfortable using platforms such as Microsoft 365, SharePoint, and Zoom
  

Administrative and Operational Skills

• Strong organizational skills and attention to detail, with the ability to manage multiple projects and meet deadlines
• Experience coordinating logistics related to inventory, order fulfillment, or vendor management
• Comfortable managing sensitive data and maintaining confidentiality
• Strong written and verbal communication skills; ability to respond professionally to a range of internal and external stakeholders
  

Interpersonal and Team Skills

• Collaborative team player who can work across departments including communications, publishing, and outreach
• Ability to communicate technical and data-related information clearly to non-technical colleagues
• Client service mindset with a proactive approach to problem-solving and process improvement
  

Additional Assets

• Knowledge of privacy regulations and best practices in data protection (e.g., PIPEDA)
• Experience supporting or coordinating educational programs or public events
• Familiarity with the Canadian school system and/or Jewish heritage and Holocaust education is a plus

Living Our Values

Our values are the bedrock of our culture. They shape how we work, how we collaborate and how we make decisionsevery single day. Those who succeed at the Azrieli Foundation exemplify the core principles of:

• Integrity & respect
• Taking on big challenges
• Excellence
• Passion for making a difference
• Results-oriented mindset
• Sustainable impact

Inclusivity and Accessibility

Living our values means creating a workplace where everyone feels respected, supported and empowered to contribute. Our commitment to equity, diversity and inclusion is one way we put those values into practice.

We are committed to creating a diverse and inclusive workplace and value diverse backgrounds, abilities and ways of thinking. Diversity and inclusion make our organization strong, productive and innovative. Applicants with lived experience who identify as neurodivergent are strongly encouraged to apply.

We are committed to creating inclusive and barrier-free recruitment and selection processes. If you require an accommodation during the application or recruitment process, please reach out [email protected].

About the Foundation:

Driven by a strong belief in philanthropys powerful role and responsibility, the Azrieli Foundation empowers people by supporting a broad range of organizations, facilitating innovative outcomes and increasing knowledge and understanding in the search for practical and novel solutions.

With a firm conviction that everyone has potential, we work to open doors, break ground and nurture networks, empowering the most vulnerable to the most exceptional to achieve their best and contribute to society.

In addition to strategic philanthropic investments, the Azrieli Foundation operates several initiatives including the Azrieli Fellows Program, the Canadian Centre for Caregiving Excellence, the Holocaust Survivor Memoirs Program, the Azrieli Music, Arts and Culture Centre and others.