Data Systems Officer
COMPETITION NO. SS26-56
About
Durham College:
Durham College (DC) is a leading post-secondary institution with a clear purpose: transforming lives, building careers, and enriching communities.
We prepare students to thrive in a rapidly changing world of work through innovative, hands-on and industry-connected learning. From co-ops and field placements to applied research and other experiential opportunities, DC students develop the practical skills, knowledge, and confidence to make an immediate impact in their careers and communities.
Known for future-focused, innovative teaching and strong connections to industry, DC offers a diverse range of market-driven programs designed to respond to evolving workforce needs. Our programs span business, information technology, engineering, construction and skilled trades, health care, science and technology, culinary, hospitality and horticulture, social and community services, and media, art and design.
Across our modern campuses in Oshawa and Whitby, DC offers 145 programs, including eight degrees and 11 apprenticeship programs, serving nearly 11,000 full-time post-secondary and 2,800 apprenticeship students. We also support lifelong learning through more than 18,000 registrations in professional and part-time learning, while our community of more than 125,000 alumni is making an impact locally and around the world.
Our impact extends well beyond our campuses. DC contributes more than $913 million annually to Durham Region’s economy. Remaining community-connected, DC works closely with employers, industry, and partners to strengthen our communities and create new opportunities. We are committed to embedding sustainability in the way we learn, work, and contribute to the communities we serve.
At DC, employees are at the heart of that impact. As a people-centred college, our culture is grounded in our values of collaboration, diversity and inclusion, excellence, innovation, integrity, respect and social responsibility. Together, we are creating exceptional learning experiences, supporting student success, and helping to shape a more sustainable, equitable, and prosperous future.
Position Information:
Full-time Support Staff Position Opportunity Payband: Band H; Starting Rate: $38.09; Four Year Rate: $44.04 Department: Dual Credits & Academic Upgrading Hours: 35 hours per week (1) one hour lunch; Mon – Fri (8:30 am – 4:30 pm) Reporting To: Manager, Dual Credits & Academic Upgrading Campus Location: Oshawa
Vacancy Status:
Existing vacancy
Duties and Responsibilities:
The incumbent is responsible for overseeing the accurate and efficient operation of the Literacy and Basic Skills (GETSET) 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 GETSET 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.
Leaner 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.
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, Dual Credits Program (DCP), 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.
- Monitors
faculty compliance with attendance tracking requirements for TSA students,
sending reminders and ensuring all data is collected and reported
according to Ministry guidelines.
Qualifications:
- A minimum of a 3-year diploma or degree in Business Administration, Office Administration, Social/Community Services, Psychology, Information Management or Records Management.
- A minimum of five (5) years of work experience in an administrative role
- At least two (2) years of experience working with, or supporting work related to the EOIS-CaMS (Employment Ontario Information System – Case Management System) database
- Experience with data entry, reporting, and managing multiple data sources
- 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
- GETSET Performance Management Framework
- Ontario Adult Literacy Curriculum Framework (OALCF)
- Records Inventory Database (RID) system
- Banner Student Information System
- Internal College Systems (Payroll, Student Services Platforms)
- Microsoft Office
- 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 7:00 p.m. EST on Friday, November 13, 2026. Competition number SS26-56.
Contact Us T:905.721.2000 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.
