Database Administrator

Job Level
All positions
Job Category
Mid-level position, Administrator
  • Technology
  • Systems / Operations
Job Status
Areas of Responsibility
  • Systems / Operations
  • Data / Database

Database Administrator

Continuing Contract

Crofton House is seeking a Database Administrator to join the School at this exciting time in the School’s history. Under the leadership of Ena Harrop, Head of School, we are developing a new strategic plan to ensure the School is prepared to thrive in a complex world and seize new opportunities.

The Database Administrator is a key role in Crofton’s Information Technology department, responsible for the management, monitoring and maintaining of the school's various database systems. Reporting to the Director, IT & Operations.

This is a full time on-campus position, based out of our campus located in Kerrisdale.

Key Accountabilities/Responsibilities

  • Management of data in all databases used by the School. Currently the School utilizes:

    • MySchool (Student Information System - SIS)

    • Raiser’s Edge NXT (Advancement Department)

    • Blackbaud (Admissions Department)

    • Sage/Accpac (Accounting Department)

    • Development of user accounts and support documentation

  • Building best practice procedures around the integrated use of data management and reporting tools

  • Ensuring quality control of SIS data by establishing and managing processes, systems and communications that result in confidentiality, data integrity and accuracy

  • Managing the integration and ongoing imports and exports of data between School databases

  • Working with, and bridging gaps between, various database software

  • Managing vendor relationship with database providers

  • Developing and generating queries, exports, reports and forms as needed for CHS and the CHS community

  • Oversight of annual data processes, including:

    • Importing and organization of data for a new enrolment year

    • End-of-year student data roll over

    • Pulling and analyzing data metrics and strategic recommendations

  • Assisting in scheduled inspections and/or accreditation processes

  • Staying current on database technologies and, as required, making recommendations necessary to remain up-to-date

  • Other general duties, as required

Responsibilities Specific to MySchool (Student Information System SIS)

  • Managing and overseeing all student records in keeping with accordance of the Ministry of Education and Child Care policies, guidelines and practices

  • Communicating with the Ministry of Education and Child Care as scheduled by generating and filing ministry reports (e.g., 1601, 1602, 1701, TRAX reports, ES audit material, etc.).

  • Supporting Junior and Senior Schools with formatting of student progress reports, timetabling, and course updates

  • Supporting Post-Secondary Counsellors with formatting and development of transcripts as required by the Ministry of Education and Child Care

  • Work with SIS database provider (MySchool) to anticipate issues and assist in problem resolution

  • Provide training and ongoing support for teachers in their use of the SIS

  • Communicating with community regarding SIS issues


  • Proficiency in SQL and Crystal Reports, or other database reporting tools

  • Excellent communication, interpersonal and customer service skills

  • Exceptional technical support skills with the ability to assist all levels of end-users

  • Knowledge of CHS operating systems and related software

  • Knowledge of CHS computer hardware including servers, workstations and networking equipment

  • Ability to adapt well to change and multi-task

  • Flexibility to be available for emergencies after hours, if required

  • Ability to manage multiple technical projects

Minimum Qualifications:

  • Post secondary education in Computer Science, Management Information Systems (MIS) or related field

  • Minimum 3 years experience working with database technologies

  • Experience using Crystal Reports, SQL, Visual Basic

  • Intermediate level Microsoft Office suite of products (Excel, Word, Outlook, PowerPoint) and Adobe Acrobat

  • Ability to write concise and accurate technical instructional documentation and training others on a digital system

  • Excellent verbal, written and communication skills with demonstrated ability to exercise tact, good judgment, and diplomacy

  • Strong interpersonal skills to work effectively either work independently or as part of a team

  • Ability to perform tasks with a high degree of accuracy and attention to detail

  • Effective deadline management and project management skills

  • Exceptional customer service acumen

  • Demonstrated ability to be innovative, flexible, creative and reflective especially when facing challenges

  • Understanding of independent school culture is an asset


About Crofton House School

Crofton House School is a university preparatory day school for girls from junior kindergarten to grade 12. Set on a beautiful ten-acre campus in Vancouver, we offer an inclusive, supportive community of dedicated teachers, involved parents, and enthusiastic students. Collaborative, student-centered, inquiry-based education and world-class facilities create a unique learning environment where each girl can reach her full potential.

How to Apply

Employment and Application Details:

Please note that applicants must be able to legally work in Canada and will be subject to a criminal record check through the Ministry of Public Safety.

Employees of Crofton House School receive competitive compensation, including participation in Crofton House Pension Plan (RRSP), and generous support for professional, educational and leadership development.

Apply online at We will review applications as soon as they are received. Qualified applicants are encouraged to apply as soon as possible. Posting is ongoing until filled.Please submit a cover letter and resume with your application.

We thank all candidates in advance. We will, however, contact only those selected for an interview. No phone calls, please.