Experiential Learning Systems Implementation Specialist

Position Title: Experiential Learning Systems Implementation Specialist
Department: Experiential Learning
Position Type: One-Year Term, 37.5 hours/week (April 1, 2026 - March 31, 2027)
Classification: MPE Band D (Provisional)
Salary Range: $55,906 - $68,289
Posting Date: March 13, 2026
Closing Date: March 23, 2026, at 1:00 PM AST

Position Description

St. Francis Xavier University is implementing Phase 1 of the ORBIS experiential learning platform to support the operations of the Office of Experiential Learning, including: Co-operative Education, Service Learning, Exchange Program, and Work Experience programs.

The Experiential Learning Systems Implementation Specialist will lead the configuration and operational implementation of ORBIS within these program areas. This role focuses on workflow design, system configuration, data migration, reporting setup, and staff training within the Office of EL.

This is a time-limited implementation role designed to stabilize, modernize, and document operational systems within the existing EL portfolio.

Key Responsibilities

ORBIS Configuration & Workflow Implementation

• Configure ORBIS modules for: Co-operative Education, Service Learning, Exchange, and Work Experience programs
• Translate current operational processes into standardized digital workflows
• Establish role permissions and user access controls
• Develop templates for: student applications, employer onboarding, placement approvals, and documentation, student and employer training, and risk tracking
• Work directly with the ORBIS vendor to optimize system setup
• Document all configuration decisions and workflows

Data Migration & Data Quality

• Clean and migrate legacy data into ORBIS
• Establish data entry standards and validation protocols
• Develop consistent naming conventions and tracking fields
• Ensure accuracy of student, employer, and placement records

Reporting & Operational Dashboards

• Build baseline dashboards to support: participation tracking, placement metrics, employer engagement, and program growth indicators
• Support reporting required for internal monitoring and provincial deliverables
• Develop standard reporting templates for ongoing use

Staff Training & Operational Support

• Train Office of Experiential Learning staff on system use
• Develop user guides and internal documentation
• Assist with developing student and employer training materials and troubleshooting student/employer issues.
• Provide hands-on support during the initial implementation period
• Identify workflow gaps and recommend operational improvements

Documentation & Future Scalability

• Produce clear process documentation to support:
• Sustainability of the system
• Future scaling to additional EL areas
• Identify system limitations and configuration considerations for future phases

Qualifications

Required

• Bachelor’s degree in a related field
• 3+ years of experience working with enterprise SaaS systems, CRM platforms, or workflow-based software
• Experience configuring and implementing software systems (not just end-user experience)
• Strong data management and reporting skills
• Experience documenting operational processes
• Ability to work collaboratively in a team-based environment

Preferred

• Experience in post-secondary education
• Experience supporting co-op, service learning, or academic program administration
• Familiarity with experiential learning or work-integrated learning environments
• Experience with system migrations or platform rollouts

Skills & Competencies

• Systems configuration and workflow design
• Strong attention to detail
• Process standardization
• Data accuracy and integrity
• Clear written documentation
• Practical problem-solving
• Ability to manage competing deadlines

To apply for this opportunity, click the "Apply Now" button and upload your cover letter, resume and references.

StFX is located in Mi’kma’ki, the ancestral and unceded territory of the Mi’kmaq People.

Our institution is committed to upholding the values of equity, diversity, inclusion and accessibility. We encourage applications from members of groups that have been historically disadvantaged and marginalized, including Indigenous persons (especially Mi’kmaq), racialized persons (especially African Nova Scotians), persons with disabilities, those who identify as women and/or 2SLGBTQIA+ and any others who would contribute to the diversity of our community. Please note that all qualified candidates are encouraged to apply; however, applications from Canadians and permanent residents will be given priority.

We are also committed to the elimination of barriers to participation for persons with disabilities. Should you require an accommodation during the recruitment process, please contact People and Culture at hr@stfx.ca or 902-867-5038.  

About St. Francis Xavier University

Established in 1853, St. Francis Xavier University (StFX) is consistently recognized as one of the best universities in Canada. StFX exceeds the needs of today’s undergraduates by providing the very best academic experience -- outstanding teaching, exceptional hands-on research opportunities, and global exchanges -- all within Canada’s most vibrant and inspiring residential campus. Here, the focus is on the academic and personal development of every student, making community and social engagement a large part of the learning experience. Our students are academically strong and highly engaged in every aspect of life, determined to make a positive impact on the world.

In 2022, Maclean's annual university rankings put StFX #1 in student satisfaction and #2 in reputation across Canada in the primarily undergraduate category. For more, visit www.stfx.ca.

About Antigonish, Nova Scotia

The beautiful and historic town of Antigonish is located within the northeastern corner of Nova Scotia. Only a 15-minute drive from the ocean and a two-hour drive to major urban centres, Antigonish is a family-friendly community with a diverse and growing population and provides access to excellent education at all levels. The town is surrounded by rolling countryside and beautiful beaches and is a hotspot for outdoor recreation, sports and other active lifestyle activities. Antigonish supports a vibrant culture in the arts with music, performing arts, visual arts and crafts, and fabulous festivals happening throughout the year. For more information visit www.townofantigonish.ca or www.visitantigonish.ca.