Title: Data Migration Specialist

Department: Business Systems

Hours of Work: Temporary Full Time (Approximately 18 Months)

Shifts: Days (0800-1600, 0900-1700)

Pay Band: Band Q $32.53 - $36.03

Union: CUPE
Location: Kingston General Hospital Site

In accordance with Article 9.05, where the previous incumbent returns to this position within the thirty (30) day trial period this position shall be deemed not vacant and the posting will be cancelled. Should the vacancy be cancelled, applicants to this posting shall be notified.

Please note, this posting identifies the current shifts that apply to the position control number. However, this does not guarantee the permanence of the shift time or work assignment for the position. The Hospital reserves its Management Rights under the CUPE Collective Agreement to make changes to shift time and work assignment as it deems necessary.

PRIMARY FUNCTION:

The Data Migration Clerk is responsible for supporting the migration of organizational data from legacy on-premises file shares to SharePoint Online. This role ensures data integrity, security, and accessibility throughout the migration process. The clerk will work closely with IT staff and departmental stakeholders to organize, validate, and transfer data in alignment with Kingston Health Sciences Centre’s digital strategy. The employee must demonstrate a commitment to patient and family-centered care and uphold KHSC values in all interactions.

Within this role the employee is accountable for contributing to the delivery of the Kingston Health Sciences Centre’s strategy. As an employee, one must demonstrate an awareness of and be responsible for actively promoting and supporting patient and family centered engagement and care in all we do.

PRINCIPLE RESPONSIBILITIES:

• Works independently and with departmental MRP’s to inventory and categorize existing file share data, identifying problematic, unnecessary and vital data

• Prepare and execute data migration tasks using approved tools and scripts, ensuring accuracy and completeness.

• Communicate with departments to validate data ownership, structure, and permissions.

• Assist in post-migration validation and troubleshooting.

• Document migration processes, issues, and resolutions for audit and knowledge sharing.

• Maintain confidentiality and data security throughout the migration lifecycle.

• Participate in team meetings and provide status updates.

• Support training and awareness efforts related to SharePoint Online usage

• Perform other duties as assigned

QUALIFICATIONS:

• Technical College Diploma (2+ years or accelerated program)

• University Degree in Computer Science/Information Science/Engineering

• 3 years of recent related experience in data management, IT support, or digital transformation projects.

• Excellent interpersonal skills for working and communicating (written and verbal) with department representatives and end users

• Comfort facilitating training sessions and creating documentation (ex. Ability to explain technical concepts to non-technical audiences

• Understanding of change management principles for user adoption

• Strong organizational skills required for tracking multiple concurrent migrations

• Experience documenting processes and creating user guides

• Highly motivated with a proactive communication style

• Demonstrated ability to work independently and collaboratively with minimal supervision and in a team environment

• Strong critical thinking and problem-solving skills with ability to approach challenges both analytically and creatively. Comfortable diagnosing root causes, identifying dependencies, and developing practical solutions (ex. Identifying data issues such as broken links, duplicate files, oversized items, special characters)

• Ability to analyze folder structures and recommend logical reorganization

• Experience troubleshooting technical issues in complex healthcare environments/systems

• Strong understanding of and experience with NTFS file systems, user and permissions management (ex. Active Directory)

• Understanding of file system structures and data organization
  Proficiency in Microsoft 365 and SharePoint Online

• Familiarity with Microsoft 365 governance and information architecture

• Experience with migration tools desired

• Proven ability to attend work regularly.

• Satisfactory criminal reference check and vulnerable sector search required.

PHYSICAL REQUIREMENTS:

The applicant must be able to meet the physical demands of this position.

KHSC is located on the ancestral lands and waters of the Anishinaabeg and Haudenosaunee and serves a wider geographical area that encompasses many Indigenous communities including Tyendinaga, Katarokwi, as well as communities within the Weeneebayko Area Health Authority. As we partner in care, discovery, and learning to achieve better health outcomes for our communities, KHSC is committed to actively advocating for and acting upon the Truth and Reconciliation Committee’s Calls to Action on Health.

Unless specifically stated, all job postings are for existing positions at KHSC. KHSC is committed to recruitment practices that support and contribute to building a respectful, diverse and inclusive workplace in compliance with legislation such as the Employment Standards Act and Accessibility for Ontarians with Disabilities Act. We welcome all applications from women, racialized persons, persons with disabilities, Indigenous Peoples, persons in the 2SLGBTQIA+ community, and members of other equity deserving groups.

Kingston Health Sciences Centre may use artificial intelligence systems to assess and screen applicants. All hiring decisions are made in accordance with KHSC policies and applicable employment legislation.

We thank all applicants, but only those selected for next steps will be contacted. Kingston Health Sciences Centre is committed to inclusive and accessible employment practices. If you require an accommodation to fully participate in the hiring process, please notify the Recruitment Team.