Title Database Administrator
Location Calgary
Job Information

POSITION TITLE:               Database Administrator

PROGRAM:                         Impact Evaluation Program

JOB TYPE:                           Temporary

HOURS OF WORK:            35 hours per week

JOB SUMMARY:                 The Database Administrator will report to the Executive    Leader, Community Impact and Evaluation. This position will work    collaboratively with the Impact Evaluation Team and other organization programs to maintain the client information database to meet staff, program and funder needs. This position will oversee day-to-day operations of the client database, and support staff in using the database.


  • Manage and organize the Organization’s day-to-day electronic client data in the client database. Identify database issues, anticipate problems, and implement solutions within the client database infrastructure to support the needs of users.
  • Manage and administer all client database systems, upgrades, and patches collaboratively with the Impact Evaluation Team.
  • Maintain technical documentation/processes as required.
  • Collaborate internally and externally to the Impact Evaluation Team to determine data requirements, data collection and data use (reporting).
  • Develop and implement data models that reflect current and future client data requirements for the Organization; and that ensure integrity of client information.
  • Provide effective database maintenance to ensure integrity of data, including regular audits of client and program files, database troubleshooting and procedural testing.
  • Facilitate external auditing as required. Provide timely feedback to the Executive Leader and Impact Evaluation Team on all issues and change suggestions.
  • Support Impact Evaluation Team in training of new and existing staff on use of the database system in accordance with agency procedures.
  • Collaborate with the Impact Evaluation Team to ensure mechanisms are in place to access and report statistical information from the Organization’s client database, including report building.
  • Provide ongoing database updates and training (as required) for Impact Evaluation Team to support quality improvement activities for the database. Additionally, analyze application usage and monitor growth or changes in system capacity
  • Manage the relationship with the client database provider and be the main point of contact for issues resolution for the database.
  • Acting as a resource person for staff questions and concerns regarding the database.
  • Completing other administrative duties as required.


To participate as a responsible member of the agency.


  • A recognized diploma or undergraduate degree in database management, computer technology, business or equivalent.
  • Database Administrator certificate is an asset
  • Two years’ experience working with database programs.
  • Knowledge and understanding in the area of program evaluation and outcome measurement is an asset
  • Experience with the Microsoft Office Suite (specifically intermediate to expert knowledge of Excel and Access)
  • Experience working with SQL is an asset
  • Experience working with Penelope by Athena database is an asset.
  • Experience working in a not-for-profit and/or mental health setting is an asset.


  • Ability to learn quickly, think logically and detailed, and demonstrate creative problem-solving skills
  • Sound judgement and the ability to work independently and as part of a team.
  • High level of professionalism, initiative and self-motivation
  • Ability to confidently set boundaries and manage conflict
  • Have a high degree of confidentiality to maintain the integrity of client information
  • Self-awareness and self-management
  • An interest in lifelong learning along with empathy and insight
  • Flexible and adaptable


The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be a thorough list of all responsibilities, tasks, duties, knowledge, skills, and abilities required.


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