Office Admin and Records Analyst
COMPETITION NO. SS26-42
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 bachelor’s degrees and 11 apprenticeship programs – to more than 11,000 full-time post-secondary and nearly 3,000 apprenticeship students. In addition, we have more than 16,000 student registrations in professional and part-time learning. More than 120,000 alumni represent the college, both locally and around the world.
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 (see Appendix D of collective agreement), September 2026 to July 2027
Payband: F; Starting Rate: $32.10; Four Year Rate: $37.04
Department: Community Employment Services
Hours: 35 hours per week (1) one hour lunch; Mon – Fri (8:30 am – 4:30 pm)
Reporting To: Manager, Community Employment Services
Campus Location: Uxbridge, Beaverton, and remote
Vacancy Status: Existing vacancy
Duties and Responsibilities:
This position provides support to clients, staff, employers and Manager of Community Employment Services by performing a variety of complex, coordinated clerical duties associated with the delivery of four Employment Services programs and services.
The position splits the duties with the other Record Analyst/Data Administrator for all sites in the reconciliation of: employer incentive claims, client support requests, site purchases/expenses/invoices, tracking and staff attendance/vacation.
The primary responsibility of this position also involves collaborating with other Record Analyst/Data Administrator in the collection and entry of Employment Services data for three (3) Community Employment Services sites/11 Employment Specialist. This involves the data entry and analyzing of information to assist front line staff (Employment Specialists & Job Developers) in the achievement of statistical targets/outcomes.
This position supports current staff and new staff in the training of internal processes, guidelines, deadlines, data entry, program client/employer tracking and employer invoicing.
This work requires the development of coordinated processes and the following of procedures and guidelines required by MLITSD and SSM data collection within the overall framework of college policies and procedures.
Data & Financial Administration:
- Develop, implement and maintain databases (ie: Access, Excel,) of participant and employer activity and produce required reports for staff review and verification for employment programs
- Confirm information requirements have been entered prior to deadline established by MLITSD and SSM as per schedule requirements.
- Follow-up with site checks and report runs.
- Process, evaluate, prepare and approve employer invoices and participant support requests which includes validating, tracking, and reconcile monthly. .
- Process all invoicing/vendor claims (claims, staff expenses) and if applicable enter requisitions/purchase orders into FAST/Banner and reconcile monthly.
- Creation of vendor and client identifiers via Banner to facilitate client payroll and direct deposit set-up
- Process capitol requests & P.O.s for and work with vendors to ensure accuracy
- Coordinate with VP/Facilities & Ancillary, Finance & landlords to collect lease agreement terms/rent schedule and process rental agreements and create PO’s in FAST/Banner
- Working through logistical requirements of two separate but equally important data systems.
- Enter and update EOIS/ES Cases database to track employer and participant information as required by Employment Ontario
- Analyzing & problem solving any missing or conflicting data between internal databases (CATS, Google Docs and EOIS)
- Prepare statistical reports for staff and manager; gather and compile divisional and interagency statistical data as requested
- Analyze & problem solve statistical reports to determine if assigned targets are being met
- Troubleshooting errors in both databases as they occur and backing up data in case of corruption.
- Planning & timely coordination of: closing client files; tracking & submitting staff attendance /payroll timesheet submissions via Banner and WTE, data entry and submission of employer invoicing
- Planning & coordinating alerts for Employment Specialists & Job Developers
- Three/Six & 12 month follow-ups required with clients/employers. This information is time sensitive if not conducted on time will result in loss of required/managed information which is sensitive to ongoing funding.
File and Document Preparation:
- Process/maintain all records related to Employment Services Programs and process information for internal and external audits
- Maintain employer, participant and invoice electronic filing systems.
- Provide guidance and interpretation to staff of MLITSD and SSM guidelines and statistical requirements to create necessary forms and processes to track required information efficiently, accurately and to streamline and maintain continuity of workload for Employment Specialists and Job Developers.
- Ensure all information required for both internal and external f ile audits is compiled and completed in files for closed participants.
- Input invoices/support amount, verify and track dates and final invoices.
- Problem solving accounting issues with Finance as they arise
Other duties as assigned:
- Provide training, instruction and guidance to staff (i.e.: data collection, forms, systems, etc)
- Initiate organizational on-boarding processes (i.e., initiate requests for banner IDs, new logins, additions to distribution lists, key requests, payroll coordination, direct deposit etc.) for Support Staff, and employers.
- Analyze/problem solve with Employment Specialists/Job Developers/ part-time staff any issues regarding collection of data & data entry
- Track/book/return Social Assistance (SA) referrals
- Prepare correspondence and develop and create Marketing materials for Employment Services programs
- Record and prepare minutes/action items for weekly team meetings.
- Assist Employment Specialists, Job Developers, and Manager as deemed appropriate.
- Prepare, mail, and email appropriate information to clients, employers and other agencies as requested.
- Coordinate and plan auxiliary needs of ES locations regarding office
- supplies/equipment, facility needs and maintenance requirements.
- Assist Manager in tracking budget accounts and identifying any issues or
concerns.
- Manage the ES RIM system for the college.
- Assist with file audit requests & DC Finance with Financial Auditor requests for information/backup/rationale
- Liaison with other Durham College areas as issues concerns occur
- Assist with the coordination of Support staff participation in Ministry, SSM, College and community activities/events.
- Other one-off duties as related to administrative support
Reception:
- Reception duties for Employment Services staff, answering telephone and walk-in enquires from potential clients with regards to all Durham College programs and services.
- Assist with coverage of Resource Centre when staff is ill, on vacation, unavailable or off-site.
Employment Services Website and Marketing:
- Maintain website and liase with website provider as required. Design and coordinate the production of marketing materials for potential clients, employers and the general public.
- Marketing materials include ordering of swag, newspaper ads, flyers, posters, brochures, newsletters, program awareness on community owned websites
Qualifications:
- A minimum of a two-year diploma in office administration.
- A minimum of three years’ work experience in an academic or employment resource centre environment.
- Knowledge of college and Ministry sponsored programs and policies.
- High level of communication skills, both written and verbal.
- Ability to work well under pressure in a busy and high-volume environment.
- Adaptability, flexibility, and innovative problem-solving skills.
- Strong organizational and time management skills in planning, executing, and completing tasks.
- The ability to work well both independently and as part of a team.
Please apply below by submitting your cover letter and resume to the online portal. Job Competition closes at 7:00 p.m. EST on August 24, 2026. Competition number SS26-42.
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.