Human Resources Information Systems (HRIS) Assistant
COMPETITION NO. AD26-14
Band 8: $69,954 to $87,441
Temporary replacement: June 2026 to October 2027
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.
Duties and Responsibilities:
Under the direction of the Manager, Human Resources Information Systems (HRIS), the Human Resources Information System (HRIS) Assistant performs a variety of day-to-day functions ensuring the data integrity and the processing and reporting of HR data. The incumbent is responsible for coordinating, validating and reconciling the attendance collection, leave records and balances. The incumbent is responsible for creating and populating the yearly vacation entitlement forms, and executing and reconciling the yearly balance update for vacation, sick and other leaves in accordance with annual entitlements as outlined in the Collective Agreement(s)/Terms and Conditions document. The incumbent is responsible for creating complex excel spreadsheets, processing and validating HR data into the HRIS Ellucian Banner system (Banner) for contract support and administration, which includes On-Campus Employment (work student students and summer students (Appendix G)), Professional and Part-time Learning (PPL) and Research Services, Innovation and Entrepreneurship (ORSIE). Also, assisting the Human Resources Information System (HRIS) Operations Specialist with the semesterly contract faculty process. This position includes analyzing and submitting HR data to payroll and assisting with Banner system set up and trouble shooting for attendance and web-time entry in a timely fashion. This position requires an individual with good judgment, excellent problem-solving skills, excellent analytical skills and strong attention to detail, ability to create and maintain accurate and detailed records, type accurately and efficiently, proofread/audit own and other’s work, strong Microsoft office skills and must be able to multi-task and meet multiple strict deadlines.
Attendance:
-
Ensures time and attendance records are validated and completed for over 700 full-time employees within the established deadlines.
-
Provides training and basic troubleshooting assistance to attendance coordinators.
-
Provides assistance to attendance coordinators on procedures and polices related to attendance.
-
Sets up Banner security for attendance coordinators and proxies for attendance completion.
-
Monitors, validates, tracks and coordinates leave data for employees on sick, maternity, professional development etc. and calculates appropriate percentages for the finance department’s encumbrance process and proration of leave balances if required.
-
Runs daily reports and validates accuracy and coding of hours. Notifies attendance coordinators of any corrections.
-
Confirms and reconciles lieu balances for payout requests.
-
Runs reports and analyzes attendance data with our Abilities + Accommodations Specialist to ensure data and leave dates were captured correctly and accurately.
-
Provides Finance Department with monthly and quarterly reports for vacation liabilities.
-
Analyzes data for staff who have used all their sick time and notifies payroll for appropriate payroll deductions.
-
Creates, populates and distributes Vacation Entitlement Forms according to annual entitlements outlined in the Collective Agreement(s)/Terms and Conditions document and investigates/resolves discrepancy issues.
-
Calculate sick and other leave entitlements according to the annual entitlements as outlined in the Collective Agreement(s)/Terms and Conditions document and investigates/resolves discrepancy issues.
-
Maintains the attendance calendar in the Banner system and distributes deadlines to attendance coordinators.
-
Inputs attendance for departments during necessary times.
-
Works as a liaison between attendance coordinator and staff to resolve leave errors in a timely manner and updates Banner accordingly.
-
Maintains the HRIS Attendance mailbox and responds to all inquiries pertaining to staff attendance and resolves issues in a timely fashion.
HR Data and Contract Entry:
-
Assists with the contract preparation and distribution for all Work Study Students and Summer Students (approximately 200).
-
Confirms and creates employee number in Banner.
-
Prepares the excel tracking spreadsheet, and imports and reconciles the contract data for Work Study Students, Summer Students, PPL and ORSIE.
-
Enter and validates contracts for support and administration.
-
Ensures web time entry set up and troubleshoots where necessary.
-
Ensures all web-time entry approvers and proxies have seen set up for approving.
-
Acts as liaison with Financial Aid Office to ensure all student records are up-to-date and accurate.
-
Acts as liaison with payroll/finance with organization codes and time entry codes and makes necessary adjustments.
-
Tracks and collects international work and study permits.
-
Updates address, phone, email and preferred name changes in banner.
-
Validate and reconcile the regular part-time (RPT) two (2) sick days per year.
-
Assist and manage position control within Banner which includes the creation of position numbers, position closures, employee position moves and restructuring.
Other Duties:
-
Assists with troubleshooting the Employee Development Platform.
-
Distributes HRIS correspondence.
-
Assists with projects and requests as necessary.
-
Participates in twice weekly HRIS meetings and monthly Human Resources team meetings.
Qualifications:
-
A minimum of three (3) year diploma or degree in relevant field of study including human resources, business administration – accounting, finance, payroll.
-
A minimum of three (3) years of relevant work experience in an administrative capacity that involves a high volume of data entry or data management.
- Knowledge of Human Resources and/or accounting, finance, or payroll business practices and experience in a post-secondary environment is an asset.
-
Advanced Microsoft Office skills is required, especially in Excel.
-
Experience in a unionized environment, and understanding of collective agreements is an asset.\
-
Strong analytical ability and a demonstrated ability to exercise good judgement and discretion, maintaining confidentiality.
-
Must be able to prioritize a large volume of work to meet strict deadlines.
-
Excellent written and verbal communication skills.
-
Ellucian Banner and IBM Cognos Analytics reporting experience is an asset.
Please apply below by submitting your cover letter and resume to the online portal. Job Competition closes at 7:00 p.m. EST on June 17, 2026. Competition number AD26-14.
Please note this posting is for an existing vacancy.
Contact Us T:905.721.3073 [email protected]
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.
