Data Administrator Co-op/Intern 

Location: In-person at our head office: 2006 West 10th, Suite 310, Vancouver BC, V6J 2B3    

Position Type: 6-month Co-op/Internship; 4 days per week 

Start Date of Employment: ASAP  

Number of Positions: 1  

Languages Required: English  

Salary Range: $22.00 per hour 

Key Responsibilities  

Employee Document Uploads and Database Management – 70% 

• Perform data entry and general word‑processing tasks, including entering employee information into systems such as LGI, SharePoint, and Quadrant while maintaining accuracy, proper tracking, standardized naming conventions, and appropriate filing. Maintain registers, assign file numbers, update manuals, and prepare reports, charts, tables, letters, and presentation materials from rough drafts or general instructions using word processing, spreadsheets, graphics, and database software. Prepare and distribute meeting minutes, and generate or distribute documents, reports, and files as needed. 

• Gather, compile, and analyze data as required, such as employee demographic and hiring statistics. Perform record management duties such as setting up and maintaining numeric, alphabetical, and subject filing systems, indexing files, and materials to be filed and conducting file searches for requested information. Reply to routine correspondence and maintain close working relationships with other departments, especially Human Resources. 

• Process and file confidential employee documents with the proper naming convention such as government issued IDs, certificates, signed policies, and more, retaining required records to ensure compliance with legal, licensing, and CRA rules and regulations. 

• Identify, investigate and resolve discrepancies in employee files, data, and other information when data entry errors arise. Take part in quality control efforts by assisting in database clean-ups and integrity checks to ensure data accuracy. 

• Keep track (in Excel sheets, etc.) of data submitted or to be submitted, important queries resolved or to be resolved, etc. in order to avoid missing/late data and to maintain accountability of completed data. 

• Review all aspects of data collection and source documentation to ensure forms and documents are completed, accurate, and approved by the appropriate manager/team prior to entering data into the system. 

• Ensure accurate and timely data entry and update biographical data and contact information into the employee database upon request. 

Employee Onboarding – 20% 

• Onboard new employees to VRS Learns and LGI by creating their username and password, emailing them, and answering any questions they may have to access courses, tax slips, pay statements, schedules, and requests for leave. 

• Provide exceptional customer service, responding to employee inquiries related to accessing their VRS Learns e-learning account or LGI, the employee portal, received by email or phone. 

• Monitor probationary periods, assign training modules, and track completion and submission of required documentation. 

• Ensure compliance with licensing and regulatory requirements, protecting both our employees and the people we serve.  

General Data Team Administrative Support - 10% 

• Assist in the preparation of the annual audit: printing, scanning, and filing. 

• Ensure that complete and total employee records are always maintained and archived. 

• Work closely with team members to help support the needs of various departments related to document processing and the database. 

• Train new staff in document processing, database management, and new systems ensuring consistency and compliance with organizational standards.  

• Accomplish any other administrative tasks as required by the immediate superior or delegate. 

• Prepare clear, actionable reports for leadership and licensing bodies.  

• Continuous learning of databases and new systems, suggesting new systems and processes to improve current workflows. 

Qualifications  

• Completion of Grade 12 plus up to one (1) year of formal training in a business/office program and a minimum of two (2) years of office experience or an equivalent combination of education and experience. 

• Strong proficiency in Microsoft Office (SharePoint, Outlook, Word, and Teams), especially Excel (pivot tables, formulas, data analysis). Computer literacy with software programs such as word-processing, presentation, spreadsheets, databases, browsers, and electronic mail. 

• Ability to type 50 words per minute. 

• High degree of accuracy, attention to detail, and capable of independent error checking. 

• Physical ability to carry out the duties of the position. 

• Innovative mindset—comfortable suggesting and implementing improvements.  

• Excellent organization skills, ability to multitask and prioritize time-sensitive issues while displaying a high degree of discretion in dealing with confidential information. Ability and willingness to adapt to changing priorities and deadlines. 

• An effective communicator both in writing and verbally in English, with strong interpersonal skills. 

• Strong initiative and ability to work independently while collaborating effectively within a team environment.  

• Experience working or volunteering in the non-profit sector is an asset. 

• Familiarity with HRIS systems (Quadrant, CEGID, LGI) is considered an asset.  

• Experience working in a unionized environment is considered an asset.  

About VRS Communities  

At VRS Communities, we believe in making the impossible possible. Since 1972 we have been advocating for people with disabilities for higher standards of living and care. We believe every individual has the right to live in their community, regardless of age or ability. With over 20 independent and assisted living communities and programs, 13 senior living programs, and new multi-generational developments underway, we are committed to quality care, not shareholders. A non-profit with an invested business approach, we continue to look for new ways to improve the lives of our clients. We are rapidly growing and need a Data Administrator Intern who shares our passion for making a difference and is ready to streamline our workflows through data entry. 

Position Overview  

The Data Administrator Intern plays an important role in keeping employee information accurate, organized, and accessible. Your work helps support our teams and contributes to the smooth operation of VRS Communities. Reporting to the Director of Data Management & Financial Services, this position is responsible for processing employee documents, maintaining and updating data systems, supporting onboarding activities, and responding to staff inquiries with empathy, clarity, and professionalism.  

Your commitment to accuracy, confidentiality, and service excellence helps ensure our compliance with the licensing requirements, improves workflow efficiency, and ultimately supports the well‑being of the people we serve. This role also participates in key compliance activities, such as annual audit preparation, and supports the continuous improvement of our data management processes.  

This position is well‑suited to someone who enjoys detailed, structured work and finds motivation in making a meaningful impact behind the scenes. Success in this role requires strong attention to detail, excellent communication and customer service skills, and the ability to adapt quickly while staying focused on deadlines, outcomes, and data integrity.  

Why Join Us?  

• Make a meaningful impact in healthcare and contribute to improving lives every day.  

• Work in a collaborative team that values creativity and fresh ideas.  

• Access to Perkopolis, a members‑only savings program where staff can access discounts on everyday purchases—from clothes and groceries to events and travel—at no cost to employees. 

How to Apply  

Please upload the following documentation when applying: 

• Resume 

• Cover Letter 

• Three (3) Professional References including names, email addresses and phone numbers of your most recent supervisors/managers  

• A copy of your Work Permit or PR Card (if you are not a Canadian Citizen) 

• Proof of your typing speed by completing a three-minute test. This can include a certificate or screenshot from an online test such as: Free Typing Test - Typing Speed Tests - Learn Your WPM - Typing.com

This posting is ongoing until filled. Qualified applicants are encouraged to apply as soon as possible. Only applicants who are fully qualified will be considered for this position. Only shortlisted candidates will be notified.