Data Systems Officer

Durham College; Oshawa; On-site; CAD 52,000 - 61,000; Full time

Job summary

Durham College in Oshawa is seeking a Data Systems Officer for the Literacy and Basic Skills program. You will manage the EOIS-CaMS data system, ensure accurate learner records, and support funding reporting in alignment with ministry requirements.

The role collaborates with IT, Payroll, and program staff to maintain data integrity and ensure audit readiness. 35 hours weekly, full-time with a strong focus on data governance.

Qualifications

• 3-year diploma or degree is required or equivalent
• 5+ years of administrative work experience
• Experience with EOIS-CaMS database preferred
• Experience with data entry, reporting, and multi-source data management
• Knowledge of SDA with MLITSD, TSA Guidelines, GETSET, OALCF is preferred

Responsibilities

• Oversee accurate and efficient operation of EOIS‑CaMS information management system
• Enter and maintain learner data in EOIS‑CaMS
• Prepare data for program funding reports
• Align EOIS‑CaMS with Banner and other internal systems
• Provide training to staff on data collection and submission practices
• Produce monthly statistical and TSA reports for stakeholders
• Ensure audit readiness and compliance with ministry guidelines
• Support day-to-day administrative and customer service functions for GETSET

Skills

EOIS-CaMS

Banner

Data entry

Reporting

Ministry reporting

Data analysis

Education

3-year diploma or degree in Business Administration, Office Administration, Social/Community Services, Psychology, Information Management or Records Management

Tools

Banner

Job description

Data Systems Officer

Competition No. SS26-56

AboutDurham 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 SupportStaff Position Opportunity
Payband: Band H; StartingRate: $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 overseeingthe accurate and efficient operation of the Literacy and Basic Skills (GETSET)information management system, including the timely entry and maintenance oflearner data in EOIS‑CaMS. This position plays a critical role in supportingprogram funding by capturing, monitoring, and reporting learner activity andprogress in accordance with Ministry requirements. The incumbent preparesprocedures for data collection, manages bi‑weekly student payroll, and ensuresalignment between EOIS‑CaMS and the College’s Banner system. Acting as aresource for colleagues, the incumbent supports the day‑to‑day administrativeand customer service functions of the GETSET program. The position is solelyresponsible for the data maintenance of learner information, ensuringcompliance with performance indicators and audit readiness as outlined in theService Delivery Agreement with MLITSD.

Leaner Information Management and Data Compliance

• Maintains and updates learner recordsin 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 systemsto monitor student starts, exits, progress, and outcomes, ensuringcompliance with Ministry reporting requirements.
• Prepares and enters student outcomedata into the EOIS‑CaMS database to support the achievement of performanceindicators tied to funding and service quality.
• Provides training and guidance to staffon how to collect, document, and submit learner information in a mannerthat supports accurate, complete, and audit‑ready EOIS‑CaMS records.
• Ensures alignment and data integritybetween EOIS‑CaMS and internal systems such as Banner, working closelywith IT, Payroll, and program staff to resolve discrepancies.
• Compiles and analyzes learner data fromEOIS‑CaMS to prepare reports for internal stakeholders, the Ministry, andannual performance reviews like the “Prepared for Success” report.
• Organizes and maintains student fileswith all required documentation, including registration forms, learnerplans, progressrecords, and TSA information, in compliance with Ministryaudit standards.
• Monitors and audits EOIS‑CaMS dataentry activities, regularly reviewing case files for completeness andaccuracy, and ensuring Ministry guidelines are followed at all stages ofthe learner’s case management lifecycle.

Reports

• Prepares monthlystatistical reports from EOIS‑CaMS to provide the Director with up‑to‑date information on learnerprogress, goal completion, and program activity.
• Compiles bi‑weeklyTraining Support Allowance (TSA) reports for Payroll, summarizing travel andchild care reimbursements in alignment with Ministry guidelines andfinancial records.
• Monitors data enteredinto EOIS‑CaMS for accuracy and completeness, ensuring quality control of reportsthat roll up into the Ministry’s Performance Management System (PMS),which directly affects program funding.
• Guides staff on dataentry and reporting practices, promoting consistency and accuracy to support performanceindicators such as learner gains, goal path completion, satisfaction, andservice quality.
• Reviews Report 61 inEOIS‑CaMS on a regular basis to proactively manage learner cases, identify pending or overdueactions, and ensure files remain active and compliant with Ministryrequirements.
• Analyzes monthlyreports from EOIS‑CaMS to support data‑driven decision‑making, identify trends and areasfor program improvement, and provide recommendations for data entry andfile management practices that enhance data quality and accuracy.
• Tracks monthlyInformation and Referral data, including Steps to Success numbers, callbacks, and walk‑ins forentry into EOIS‑CaMS as Referrals to ensure accurate and completereporting.

Training and Child Care Support Allowance

• Establishes and maintains guidelinesfor income, travel, and child care reimbursements, ensuring compliancewith Ministry directives and individual student financial needs.
• Calculates and tabulates individualstudent financial needs for travel or child care, ensuring allcalculations align with Ministry guidelines and entering totals intoEOIS‑CaMS.
• Liaises with Accounting and Payroll todistribute TSA funds bi‑weekly and creates detailed student files to trackTSA‑related expenses and ensure proper documentation is available forMinistry audits.
• Tracks and maintains requireddocumentation for proof of income, receipts, and attendance for TSAstudents, ensuring that all necessary information is compiled andsubmitted for bi‑monthly payroll reimbursement.

Office Support

• Providesfront‑line support and shared responsibility for inquiries, responding topotential students and external agencies regarding college programs,services, Literacy and Basic Skills, assessments, and funding options.
• Guidesstudents through registration processes, including completing requireddocumentation for Academic Upgrading, Dual Credits Program (DCP), collegepreparation, assessments, and transcript requests.
• Registerslearners in Banner and EOIS‑CaMS, ensuring all required data is enteredaccurately to generate student numbers, and creates CRNs for courses asneeded.
• Providestechnical support and guidance for Banner and CaMS, preparing userdocumentation, training staff, and assisting with troubleshooting issuesrelated to student record systems.
• Liaises with IT and other departments to adapt and maintain Banner systems that alignwith Literacy and Basic Skills tracking needs, Ministry requirements, anddepartmental procedures.
• Monitors andfollows up on student attendance, acting on faculty concerns by reachingout to students and documenting outcomes as part of retention andcompliance efforts.
• Supportsimplementation of new procedures and special projects, offering planning,organization, and administrative leadership related to student trackingand record keeping systems.
• Monitorsfaculty compliance with attendance tracking requirements for TSA students,sending reminders and ensuring all data is collected and reportedaccording 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

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.

Contact Us

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C Wing, Second Floor - 2000 Simcoe St. N. Oshawa, ON