Data Coordinator

Data Coordinator

Permanent Position

College of Pharmacists of Manitoba (CPhM)

The College of Pharmacists of Manitoba (CPhM) is seeking a detail‑oriented and highly organized professional to join our team as Data Coordinator.

Reporting to the IT & Systems Officer, the Data Coordinator supports the effective management, maintenance, and use of organizational data. This role plays a key part in ensuring the accuracy, integrity, and accessibility of data used across CPhM operations, including registration and licensing processes. The Data Coordinator also contributes to efficient office workflows by maintaining organized records, supporting reporting activities, and ensuring data is managed in accordance with established policies, procedures, and regulatory requirements.

If you are committed to accuracy, consistency, and supporting a collaborative regulatory environment, we encourage you to apply.

This is a full‑time permanent position, Monday to Friday, 37.5 hours per week. A hybrid work model is available at the discretion of the supervisor. CPhM offers a competitive starting salary, comprehensive benefits, company contributions to a retirement savings plan, and opportunities for ongoing professional development.

About the College of Pharmacists of Manitoba

CPhM is Manitoba’s pharmacy regulatory and licensing authority. Its legislated mandate is to serve and protect the public interest by ensuring pharmacy professionals are qualified to provide safe, ethical, and competent care.

CPhM operates on an annual cycle with a wide variety of projects and responsibilities throughout the year. This information‑driven work is highly meaningful, and a job well done can have a significant positive impact on staff, system partners, registrants, and the public.

Staff function as a small, supportive team in a friendly and highly collaborative environment. United by a commitment to serving the public interest, staff share core values of integrity, respect, accountability, and lifelong learning.

About the Role

The Data Coordinator is responsible for supporting the management, accuracy, and reliability of organizational data. The role ensures records are complete, consistent, and maintained in accordance with established procedures, regulatory requirements, and privacy standards. The Data Coordinator supports reporting activities, assists staff in locating and storing records, and contributes to continuous improvement of data processes and workflows.

KEY RESPONSIBILITIES

Data Management & Quality Assurance

• Collect, verify, and enter data with accuracy and timeliness

• Review and validate data; follow up on errors or missing information

• Maintain accurate records in accordance with procedures and regulatory requirements

• Support consistent data standards, naming conventions, and record‑keeping practices

• Ensure proper handling and storage of physical and electronic data

Reporting & Information Support

• Support preparation and formatting of reports, meeting materials, and correspondence

• Organize and format data for reporting and operational needs

• Support basic data analysis and visualization

• Assist staff in locating, retrieving, and storing records

Systems & Records Coordination

• Maintain working knowledge of CPhM hardware and core software (Microsoft 365, Copilot, data/document management systems)

• Assist with tracking IT assets, licenses, and staff training logs

Compliance & Confidentiality

• Ensure confidentiality and proper handling of sensitive information

• Follow policies related to data management, privacy, and records retention

• Identify and report data quality or compliance concerns

Continuous Improvement & Support

• Identify opportunities to improve data processes and workflows

• Support documentation and record‑keeping improvements

• Contribute to organized, efficient, and reliable data systems

• Perform additional duties or projects as assigned

Administrative & Operational Support

• Provide general administrative support to maintain efficient workflows

• Assist with communication processes, including email and document distribution

• Clarify data requirements and resolve discrepancies with staff

• Support licensing and registration processes through accurate data entry and tracking

• Conduct routine searches and verifications (e.g., business registry searches)

• Monitor shared mailboxes and route inquiries appropriately

About You

EDUCATION, TRAINING, AND EXPERIENCE

• Post‑secondary diploma or degree in business administration, database administration, information management, or a related discipline

• Experience in data entry, data management, or administrative support roles

• Experience working in a regulatory, healthcare, or similar environment is an asset

EXPERIENCE, KNOWLEDGE, AND SKILLS

• High attention to detail and ability to maintain a high level of accuracy

• Demonstrated ability to manage and maintain data quality and integrity

• Advanced proficiency in Microsoft 365 (Excel, Copilot, SharePoint, Teams), including document formatting and shared file management; PowerBI experience an asset

• Strong familiarity with typical office hardware and meeting room technology

• Familiarity with databases or electronic record systems

• Ability to follow established procedures and recognize when to escalate issues

• Strong organizational skills with the ability to manage multiple tasks and competing priorities

• Effective communication skills and ability to collaborate with internal partners

• Ability to work independently and collaboratively within a team environment

PROFESSIONAL QUALITIES

• High ethical standards; honest, respectful, and reliable

• Strong commitment to accuracy, quality, and consistency

• Highly organized and detail‑oriented

• Strong interpersonal and collaborative skills

• Reliable and consistent in following established processes

WORKING CONDITIONS

• Permanent, 1.00 FTE; Monday to Friday, 37.5 hours per week

• Hybrid work model available at the discretion of the supervisor

• Occasional offsite event attendance may be required

CONDITIONS OF EMPLOYMENT

• Must be legally entitled to work in Canada

• Provide a satisfactory criminal record check upon hire

HOW TO APPLY

Apply Online: https://www.fitzii.com

CPhM values diversity and inclusion and encourages all qualified applicants to apply. Applications will be reviewed as they are received until the position is filled. We thank all applicants for their interest; however, only those selected for further consideration will be contacted.