Business Process Analyst - Canada Summer Job

Business Process Analyst

(Canada Summer Jobs – Summer 2026)

About AquaAction

AquaAction is a binational charity, with offices in Montreal and Detroit, dedicated to restoring freshwater health by empowering young innovators and entrepreneurs to develop and deploy solutions that protect our water ecosystems.

Through national programs such as AquaHacking, AquaEntrepreneur, AquaNation and more recently Water Literacy program, AquaAction mobilizes talent, technology, and collaboration to address critical water challenges and build the foundation of a sustainable blue economy. Strong internal data systems help us measure and demonstrate the impact of our programs across Canada and beyond.

Role Summary

We are looking for a process-minded, detail-focused intern to help AquaAction strengthen its internal data practices.

The Business Process Analyst will:

• Design simple, efficient data entry and management processes
• Clean and organize data across platforms
• Support the consolidation of data in HubSpot
• Implement or improve dashboards and visualizations
• Reflect on and prototype automations
• Explore AI tools to accelerate reporting, data handling and workflows
• Apply good legal and ethical practices in data privacy and confidentiality appropriate for a non-profit

This role is about building sustainable internal systems, not developing complex software.

Employment Terms

• Supervisor: Vice President, Programs & Impact
• Job type: Full-time, fixed-term (approximately April–September, dates to be confirmed under Canada Summer Jobs)
• Location: Montreal, Canada – Hybrid (remote and in-person); other locations in Canada may be considered for the right candidate
• Travel: Minimal; occasional travel within Montreal or to select events may be requested but is not central to the role

Reporting To

• Direct report to: Vice President, Programs & Impact
• Collaboration with: Programs, Operations, Impact, and Communications/Growth teams

Eligibility (Canada Summer Jobs)

Applicants must meet all Canada Summer Jobs (CSJ) requirements, including:

• Being between 15 and 30 years old at the start of employment
• Being a Canadian citizen, permanent resident, or person with refugee protection
• Having a valid Social Insurance Number (SIN)
• Being legally entitled to work in Canada in accordance with relevant provincial or territorial legislation and regulations

Key Responsibilities

1. Process Design & Data Structure

• Map existing data inputs across teams (programs, operations, partnerships).
• Design clear data entry processes, forms, fields, and naming conventions.
• Create simple checklists and Standard Operating Procedures (SOPs) for staff.
• Ensure consistent tagging and structure so data remains analyzable across programs and years.

2. Data Cleaning & Consolidation

• Clean, standardize, and organize program and impact data.
• Support the migration or synchronization of datasets into HubSpot as a central system of record.
• Identify gaps, duplicates, or inconsistencies and propose corrections.
• Help define basic data quality standards and recurring validation checks.

3. Dashboards & Visualization

• Build or refine internal dashboards and reports using:
• HubSpot dashboards
• Google Sheets / Excel
• Lightweight BI tools (e.g., Looker Studio, Power BI, Tableau – knowledge is a plus, not a requirement)
• Create simple, repeatable monthly and quarterly reporting templates.
• Work with the team to ensure dashboards reflect AquaAction’s 2025–2030 Strategic Plan metrics (participants, pilots, geographic reach, impact indicators, etc.).

4. AI-Driven Acceleration & Automation

• Test and compare emerging AI tools and platforms (e.g., Gemini, Google AI Studio, open-source LLMs, other providers, and no-/low-code automation platforms).
• Propose how AI could accelerate:
• Data entry and validation
• Summarization and reporting
• Record categorization and tagging
• Workflow automation (reminders, follow-ups, status updates)
• Build small prototypes (no-code or low-code is fine) to demonstrate value.
• Document which tools are appropriate, safe and realistic for a charity context.

5. Legal, Ethical & Privacy Considerations

• Apply good legal and ethical practices in data handling, privacy and confidentiality, including:
• Secure handling and storage of personal or sensitive data
• Avoiding unnecessary or excessive data collection
• Respecting consent and communication preferences
• Being cautious about what is shared with external AI tools (no sensitive data in public systems)
• Flag privacy or data governance risks and suggest safer alternatives.

6. Knowledge Transfer & Team Support

• Create simple user guides, FAQ and mini “how-to” documents so staff can maintain systems after the internship.
• Support internal “mini-trainings” or demos on processes, dashboards and AI use cases.
• Provide basic troubleshooting support for data consistency issues and dashboard use.

Ideal Candidate

Skills & Mindset

• Strong interest in process design, operations and systems thinking
• Comfortable organizing information and working with structured data
• Curious about AI tools and how they can streamline work
• Detail-oriented, methodical and reliable
• Clear communicator who can explain steps simply to non-technical colleagues
• Respectful of privacy, confidentiality and good data governance
• Passionate about sustainability, freshwater protection and innovation

Technical Background (helpful but not mandatory)

• Intermediate skills with spreadsheets (Google Sheets, Excel – formulas, filters, basic charts)
• Any previous exposure to CRM tools (HubSpot is a strong asset)
• Interest in learning or using dashboard / BI tools
• Optional: basic coding or automation experience (e.g., Python, SQL, or no-code tools like Zapier, Make, HubSpot workflows)

Languages

• English or French required; bilingualism in both languages is a strong asset, especially for collaborating across Montreal, Quebec, and pan-Canadian partners.

Impact and Success Metrics

Success in this role may be reflected by:

• Documented and adopted data processes (clear SOPs, checklists and data standards)
• Cleaner, more consistent data in HubSpot and other key systems
• Operational dashboards in place for Programs & Impact and related teams
• Reduced time for staff to generate recurring reports and board/partner updates
• Identified and piloted AI use cases that are safe, realistic and valuable
• Improved confidence among staff in how data is handled, stored and used

Supervision Plan

The AI, Data & Process Intern will report directly to the Vice President, Programs & Impact, working in close collaboration through:

• Regular check-ins (weekly or more frequent as needed)
• Task tracking in tools such as Monday.com or similar platforms
• Ongoing communication via Teams or comparable channels
• Broader team meetings that provide context on AquaAction’s projects, programs and strategic plan

A thorough onboarding process will be provided, followed by:

• A mid-term performance check-in
• An end-of-term evaluation and exit interview to capture lessons learned and next steps for the systems you help build

Join Us

If you are passionate about building smart processes, working with data, and exploring how AI can responsibly accelerate impact for a mission-driven organization, we want to hear from you. Please complete the form via this link : https://aquaaction.org/en/careers/business-process-analyst-canada