Training Supports and Administrative Systems Officer
COMPETITION NO. SS25-35
About Durham College:
Durham College (DC) is a leading post-secondary institution that supports students to develop career-ready skills for the ever-changing job market. With a focus on experiential learning, led by expert faculty, through field placements, applied research, co-ops and other hands-on opportunities, DC grads are known for having the skills and knowledge they need to adapt to the ever-changing workforce.
A leader in innovative teaching and learning, Durham College offers a wide range of market-driven programs across multiple disciplines, including culinary management, farming and horticulture, business, IT, construction and trades, science and technology, health care, engineering, social and community services, media, art and design.
Our modern campuses in Oshawa and Whitby offer 145 programs – including six honours bachelor’s degrees and 11 apprenticeship programs – to more than 13,700 full-time post-secondary and 2,300 apprenticeship students. In addition, more than 14,600 students participate in professional and part-time learning. More than 110,500 alumni represent the college, both locally and around the world.
A forward-looking organization committed to collaboration, innovation and sustainability, Durham College is ranked annually as one of the GTA’s Top 100 employers and one of Canada’s Greenest Employers and has been recognized as a Top 50 Research College in Canada, 10 times.
DC has an estimated annual economic impact of more than $913 million on Durham Region and is proud to be an active and engaged member of the communities we serve by contributing resources and expertise to enhance social and economic well-being through partnerships, investments and collaboration.
Position Information:
Full-time Support Staff Position Opportunity (Temporary Employee Replacement) (Appendix D, see page 111 of collective agreement); August 2025 – June 2026
Payband: Band H; Starting Rate: $36.29; Four Year Rate: $42.13
Department: School College Work Initiative & Academic Upgrading
Hours: 35 hours per week (1) one hour lunch; Mon – Fri (8:30 am – 4:30 pm)
Reporting To: Manager, SCWI & Academic Upgrading
Campus Location: Oshawa
Duties and Responsibilities:
The incumbent is responsible for overseeing the accurate and efficient operation of the Literacy and Basic Skills (LBS) information management system, including the timely entry and maintenance of learner data in EOIS-CaMS. This position plays a critical role in supporting program funding by capturing, monitoring, and reporting learner activity and progress in accordance with Ministry requirements. The incumbent prepares procedures for data collection, manages bi-weekly student payroll, and ensures alignment between EOIS-CaMS and the College’s Banner system. Acting as a resource for colleagues, the incumbent supports the day-to-day administrative and customer service functions of the LBS program. The position is solely responsible for the data maintenance of learner information, ensuring compliance with performance indicators and audit readiness as outlined in the Service Delivery Agreement with MLITSD.
Learner Information Management and Data Compliance:
Maintains and updates learner records in EOIS-CaMS, ensuring the accurate input of data such as referrals, milestones, culminating tasks, surveys, and follow-up outcomes at 3, 6, and 12-month intervals.
Develops and maintains tracking systems to monitor student starts, exits, progress, and outcomes, ensuring compliance with Ministry reporting requirements.
Prepares and enters student outcome data into the EOIS-CaMS database to support the achievement of performance indicators tied to funding and service quality.
Provides training and guidance to staff on how to collect, document, and submit learner information in a manner that supports accurate, complete, and audit-ready EOIS-CaMS records.
Ensures alignment and data integrity between EOIS-CaMS and internal systems such as Banner, working closely with IT, Payroll, and program staff to resolve discrepancies.
Compiles and analyzes learner data from EOIS-CaMS to prepare reports for internal stakeholders, the Ministry, and annual performance reviews like the “Prepared for Success” report.
Organizes and maintains student files with all required documentation, including registration forms, learner plans, progress records, and TSA information, in compliance with Ministry audit standards.
Monitors and audits EOIS-CaMS data entry activities, regularly reviewing case files for completeness and accuracy, and ensuring Ministry guidelines are followed at all stages of the learner’s case management lifecycle.
Reports:
Prepares monthly statistical reports from EOIS-CaMS to provide the Director with up-to-date information on learner progress, goal completion, and program activity.
Compiles bi-weekly Training Support Allowance (TSA) reports for Payroll, summarizing travel and child care reimbursements in alignment with Ministry guidelines and financial records.
Monitors data entered into EOIS-CaMS for accuracy and completeness, ensuring quality control of reports that roll up into the Ministry’s Performance Management System (PMS), which directly affects program funding.
Guides staff on data entry and reporting practices, promoting consistency and accuracy to support performance indicators such as learner gains, goal path completion, satisfaction, and service quality.
Reviews Report 61 in EOIS-CaMS on a regular basis to proactively manage learner cases, identify pending or overdue actions, and ensure files remain active and compliant with Ministry requirements.
Analyzes monthly reports from EOIS-CaMS to support data-driven decision-making, identify trends and areas for program improvement, and provide recommendations for data entry and file management practices that enhance data quality and accuracy.
Tracks monthly Information and Referral data, including Steps to Success numbers, callbacks, and walk-ins for entry into EOIS-CaMS as Referrals to ensure accurate and complete reporting.
Training and Child Care Support Allowance:
Establishes and maintains guidelines for income, travel, and child care reimbursements, ensuring compliance with Ministry directives and individual student financial needs.
Calculates and tabulates individual student financial needs for travel or child care, ensuring all calculations align with Ministry guidelines and entering totals into EOIS-CaMS.
Liaises with Accounting and Payroll to distribute TSA funds bi-weekly and creates detailed student files to track TSA-related expenses and ensure proper documentation is available for Ministry audits.
Tracks and maintains required documentation for proof of income, receipts, and attendance for TSA students, ensuring that all necessary information is compiled and submitted for bi-monthly payroll reimbursement.
Monitors faculty compliance with attendance tracking requirements for TSA students, sending reminders and ensuring all data is collected and reported according to Ministry guidelines.
Office Support:
Provides front-line support and shared responsibility for inquiries, responding to potential students and external agencies regarding college programs, services, Literacy and Basic Skills, assessments, and funding options.
Guides students through registration processes, including completing required documentation for Academic Upgrading, School College Work Initiative (SCWI), college preparation, assessments, and transcript requests.
Registers learners in Banner and EOIS-CaMS, ensuring all required data is entered accurately to generate student numbers, and creates CRNs for courses as needed.
Provides technical support and guidance for Banner and CaMS, preparing user documentation, training staff, and assisting with troubleshooting issues related to student record systems.
Liaises with IT and other departments to adapt and maintain Banner systems that align with Literacy and Basic Skills tracking needs, Ministry requirements, and departmental procedures.
Monitors and follows up on student attendance, acting on faculty concerns by reaching out to students and documenting outcomes as part of retention and compliance efforts.
Supports implementation of new procedures and special projects, offering planning, organization, and administrative leadership related to student tracking and record keeping systems.
Facilitates resolution of student concerns, directing inquiries or issues to appropriate staff and ensuring students are connected with college services such as IT, Helpdesk, Health Services, and the Access and Support Centre.
Qualifications:
A minimum of a three-year diploma/degree in Business Administration, Office Administration, Social/Community Services, Psychology, Information Management or Records Management.
A minimum of five (5) years’ experience in an administrative role within a complex systems environment, with responsibilities such as data entry, reporting, and managing multiple data sources.
At minimum of two (2) years’ experience working with, or supporting work related to, the EOIS-CaMS (Employment Ontario Information System – Case Management System) database. While direct system access is preferred, candidates should have at minimum been actively involved in processes that contribute to EOIS-CaMS data entry—such as preparing client files, collecting and organizing data for input, or supporting team members who manage the database.
A working knowledge of the following is preferred:
Service Delivery Agreement (SDA) with the Ministry of Labour, Immigration, Training and Skills Development (MLITSD)
Training Support Allowance (TSA) Guidelines
LBS Performance Management Framework (PMF)
Ontario Adult Literacy Curriculum Framework (OALCF)
Records Inventory Database (RID) system
Banner Student Information System
Internal College Systems (Payroll, Student Services Platforms, S:/ drive, etc.)
Microsoft Excel and other MS Office tools
Freedom of Information and Protection of Privacy Act (FIPPA)
Accessibility for Ontarians with Disabilities Act (AODA)
Ontario Human Rights Code
Please apply below by submitting your cover letter and resume to the online portal. Job Competition closes at 8:00 p.m. EST on August 18, 2025. Competition number SS25-35.
Contact Us T:905.721.3073 HumanResources@durhamcollege.ca
C Wing, Second Floor - 2000 Simcoe St. N. Oshawa, ON
Durham College invites applications from all qualified individuals. Durham is committed to fostering workplace diversity, and, provides accommodations to applicants with disabilities throughout our hiring process. If you require this information in alternate format; require communication supports; an accommodation in applying for a posting and/or if you are selected for an interview, please contact our Human Resources (HR) department and an HR assistant will work with you to meet your needs.
We thank you for your interest in employment with Durham College however, only those candidates selected for an interview will be contacted.
Land Acknowledgement
Durham College is situated on the traditional lands of the First Peoples of the Mississaugas of Scugog Island First Nation. These lands are covered under the Williams Treaties and rest within the traditional territory of the Anishinaabeg. We offer our gratitude to the Indigenous Peoples who care for and, through the treaty process, share the lands on which we live, learn, teach and prosper today.
