Knowledge Coordinator
(12 month Contract)

JIAS Toronto is a not-for-profit corporation dedicated to helping immigrants with resettlement in the Greater Toronto Area. JIAS Toronto assists lawfully admitted immigrants and refugees in meeting basic financial, social, legal, and other requirements of immigration. We work to advance the well-being and social integration of newcomers by providing a full range of outreach, support, counseling, training, and referral resources.

We are seeking a Knowledge Coordinator to play a central role in organizing, maintaining, and improving the organization’s documentation as well as creating and curating internal guides, manuals and process documents to support onboarding, training, and operational consistency. As the organization’s primary steward of internal knowledge and documentation, the Knowledge Coordinator is responsible for the setup, maintenance, and user guidance of the SharePoint document system. Under the supervision of the Manager, Data, Research and Evaluation, the Knowledge Coordinator will work closely with the Executive Office on knowledge projects, as well as across departments, to ensure documentation is current, clear, and accessible. This position is a contract position, offering flexibility to work both remotely and in person at the JIAS offices.

RESPONSIBILITIES:

• Oversee and maintain the organization’s SharePoint document repository, including folder structure, metadata, permissions, and version control.
• Develop, create, and collate internal documentation artifacts, such as guides, manuals, SOPs, and FAQs to support onboarding, training, and operational efficiency.
• Coordinate with functional departments and teams to ensure their documentation is up to date, complete, and aligned with organizational standards.
• Support staff with locating and retrieving documents, and ensure rapid response when materials are needed.
• Identify opportunities for continuous improvement in documentation workflows, knowledge-sharing practices, and cross-functional collaboration; apply process improvement tools to enhance efficiency and reduce redundancy.
• Lead periodic reviews and audits of the document system to streamline content and maintain integrity.
• Promote best practices for document creation, storage, sharing, and collaboration; provide informal coaching and guidance to staff as needed.
• Encourage and facilitate organization-wide knowledge sharing through documentation and a clear digital organization.
• Work with the Executive Director on a variety of knowledge projects, and prepare and organize materials for the Executive Office, such as the Nominations slate, board orientation, and file management.
• Other duties as assigned.

REQUIRED QUALIFICATIONS:

• An undergraduate degree in a relevant field (e.g., Business Administration, Information Management, Communications, Project Management) is required
• Certifications or training in project management, SharePoint administration, or process improvement are considered assets
• A minimum of one year of experience in document management, digital file management systems, project management, administration, or operations coordination
• Experience working on or supporting projects that involve cross-departmental collaboration
• Experience in the nonprofit or public sector is preferred
• Proficiency with Microsoft SharePoint and Microsoft 365 (Teams, OneDrive, Excel, Word, PowerPoint); Proficiency in Wrike is an asset
• Strong written and verbal communication skills, with the ability to create user-friendly documentation
• Knowledge of document governance, taxonomy, and versioning
• Familiarity with project management principles and tools and Software
• Ability to manage multiple tasks and deadlines with minimal supervision
• Highly organized and detail-oriented, with a proactive and self-directed approach
• Strong communicator and collaborator, capable of building positive relationships across and working with people across multiple levels
• Analytical and solutions-focused, with the ability to navigate ambiguity and prioritize effectively
• Diplomatic, trustworthy, and discreet; able to handle sensitive information responsibly

Posting date: July 31, 2024