Academic Data Officer (App. D/Temp. Assignment: November 2025 - December 2026)
Top Benefits
About the role
Academic Data Officer (App. D/Temp. Assignment: November 2025 - December 2026)
Status: Appendix D/Temporary Assignment (November 2025 – December 2026)
Hours: Monday – Friday, 35 hours/week
Home Campus: Fennell (hybrid work arrangements available)
Rate of Pay: Payband G (Start Rate: $33.55 per hour, plus 8% in lieu of vacation and benefits)
Posting Date: October 29th, 2025
Closing Date: November 4th, 2025 at 7:00 pm EST
We believe the rich diversity among our students and the communities we serve should be reflected within our workforce. As educators, we believe it is important to act and show leadership in advancing the principles of reconciliation, equity, diversity, and inclusion in our community.
Under the direction of the Manager, Registration & Convocation, the Academic Data Officer (ADO) is responsible for co-ordinating the administration, on-going development and execution of the Program of Study (POS) database, Class Designation Chart (CDC), Banner course master, college credential list, campus code assignment, exception program tracking, My Academic Progress (MAP) updating, enrolment audit and ministry audit course designations.
The incumbent is responsible for maintaining the integrity of the course master database critical to the ongoing operation of the entire scheduling and registration and eventual graduation of students. The course master database includes all college activity: post-secondary, continuing education, apprenticeship, Academic Upgrading and Corporate training courses.
The incumbent initiates, conducts and controls the quality of the annual Program of Study renewal cycle in accordance to College policy and Ministry binding policy for post-secondary, apprenticeship and continuing education credentials including collaborative programs with McMaster and other partnership institutions (TriOS College, Six Nations Polytehnic).
The incumbent supports all other activities of the department including scheduling and acting as a back-up resource for the academic systems specialist who oversees SUMMIT workload/scheduling application.
What you’ll be doing:
Maintains data in the Program of Study and course master databases for approved College programs by:
- Initiating the annual review (and semester updates as a result of program mapping, etc.) of active post-secondary, continuing education, apprenticeship programs through the POS renewal cycle.
- Examining data submitted from all areas, identifying inconsistencies such as current prerequisites, equivalents, and total program hours.
- Compiling and distributing final approved documents throughout the College.
- Establishing procedures regarding the addition/amendment of POS including schedules of dates, approval procedures and changes to the system.
- Upholds the integrity of the POS by enforcing quality control on course changes, new course code development, prerequisites, equivalencies, and course delivery methods.
- Evaluates late POS changes and approvals with consideration to the impact on students, the fiscal responsibilities and cascading changes in the scheduling systems.
Develops and maintains procedures for establishing the Program of Study master list by:
- Establishing criteria for issuing new program numbers.
- Maintaining program credentials in student information system.
- Ensuring published credential documents are current.
- Ensuring Ministry and/or Board approval has been received for all new or revised programs.
Develops and maintains procedures for establishing new and versioning courses in the course master by:
- Advising Associate Deans and co-ordinators regarding the creation and versioning of new College courses and course numbers.
- Ensuring prerequisite, co-requisites and equivalent courses are current in the course master.
- Maintaining the integrity of the student records by monitoring new and existing course information to ensure adherence to standards.
- Expanding on the existing course master system as required (e.g. by incorporating course descriptions to produce calendars/brochures).
Maintains the Class Designation Chart by:
- Developing new program delivery model through the CDC to ensure the student path from first semester to graduation. Processes additions by uniquely identifying each program for all alternate delivery pattern by assigning appropriate class code.
- Ensuring the delivery mode for each post-secondary program is correct and documented properly on the CDC.
- Maintaining the program completion plan for continuing education and apprenticeship credentials.
Supports department priorities by:
- Providing full back-up support to the Academic Systems Specialist in the maintenance of the SUMMIT tool which holds timetable, SWF workload planning and budget information for the entire college.
- Providing the interface support of the My Academic Progress (MAP).
- Weekly parsing and uploading of changed POSs to the MAP system.
- Annual parsing and uploading of entire POS database to new academic year.
- Ongoing support for errors/omissions in course data uploaded to the College COMMS course outline system.
Performs other duties, such as:
- Developing scripts/testing for system upgrades.
- As a member of the Registrar’s Office, the incumbent will be required to support key activities such as open house, welcome week and convocation.
- Completes other assigned duties as required to support efficient campus or departmental operations.
Other duties as assigned.
What you’ll bring to the role:
- 3-year diploma/degree in Business Administration, Office Administration, or Accounting.
- Minimum 3 years of experience with a wide background and understanding of academic programs, related courses, and academic scheduling is essential, in addition to strong technical skills incorporated in the use of sophisticated database applications.
- Heavy emphasis on verbal and written communication and providing customer service.
- Mandatory Computer Software applications, Integrated Information Systems, Banner, Microsoft Office including expert level Excel and advanced level Access.
- Demonstrated commitment and understanding of human rights, equity, diversity, inclusion, and accessibility.
- The ability to communicate and work effectively with diverse students, employees, and communities.
What we offer:
- Opportunity to gain experience and build relationships at a Hamilton/Niagara Top Employer.
- Access to professional development opportunities.
- Option to enroll in Defined Benefit pension plan (CAAT) with contributions matched by Mohawk College.
- Discounted rate for full-service athletic facility and instructor-led classes.
- Opportunities to engage in wellness events and activities.
To find out more about working at Mohawk College, including our Employee Value Proposition, please visit https://www.mohawkcollege.ca/about-mohawk/careers-at-mohawk
We are committed to reconciliation and nurturing an inclusive, diverse, equitable, and accessible (IDEA) environment for everyone who learns and works at Mohawk College. We welcome applications from racialized persons, women, Indigenous people, persons with disabilities, 2SLGBTQIA+ persons, and others who may contribute to the further diversification of ideas.
The College is committed to fostering inclusive and barrier-free recruitment and selection processes. If you require accommodation during any stage of the recruitment process, please contact Human Resources.
To learn more about Mohawk College’s commitments, please visit the Mohawk College strategic plan webpage: https://www.strategicplan.mohawkcollege.ca/
About Mohawk College
Mohawk College educates and serves 30,000 full-time, part-time, apprenticeship and international students at three campuses and two City School locations at the Eva Rothwell Resource Centre and the Central Public Library in Hamilton, Ontario, Canada. The college has ranked first among all Greater Toronto and Hamilton Area colleges in student satisfaction for seven consecutive years and first in graduate satisfaction for the past five years. Mohawk ranks 15th among all colleges in Canada for applied research activity and has been named among Canada’s greenest employers and the region’s top employers for the past three years.
Mohawk offers 164 postsecondary programs and is one of the largest trainers of apprentices in Ontario, providing training to more than 4,000 apprenticeship students annually at the Marshall School of Skilled Trades & Apprenticeship in Stoney Creek, Ontario.
Since its founding in 1967, more than 115,000 students have graduated from Mohawk College.
Academic Data Officer (App. D/Temp. Assignment: November 2025 - December 2026)
Top Benefits
About the role
Academic Data Officer (App. D/Temp. Assignment: November 2025 - December 2026)
Status: Appendix D/Temporary Assignment (November 2025 – December 2026)
Hours: Monday – Friday, 35 hours/week
Home Campus: Fennell (hybrid work arrangements available)
Rate of Pay: Payband G (Start Rate: $33.55 per hour, plus 8% in lieu of vacation and benefits)
Posting Date: October 29th, 2025
Closing Date: November 4th, 2025 at 7:00 pm EST
We believe the rich diversity among our students and the communities we serve should be reflected within our workforce. As educators, we believe it is important to act and show leadership in advancing the principles of reconciliation, equity, diversity, and inclusion in our community.
Under the direction of the Manager, Registration & Convocation, the Academic Data Officer (ADO) is responsible for co-ordinating the administration, on-going development and execution of the Program of Study (POS) database, Class Designation Chart (CDC), Banner course master, college credential list, campus code assignment, exception program tracking, My Academic Progress (MAP) updating, enrolment audit and ministry audit course designations.
The incumbent is responsible for maintaining the integrity of the course master database critical to the ongoing operation of the entire scheduling and registration and eventual graduation of students. The course master database includes all college activity: post-secondary, continuing education, apprenticeship, Academic Upgrading and Corporate training courses.
The incumbent initiates, conducts and controls the quality of the annual Program of Study renewal cycle in accordance to College policy and Ministry binding policy for post-secondary, apprenticeship and continuing education credentials including collaborative programs with McMaster and other partnership institutions (TriOS College, Six Nations Polytehnic).
The incumbent supports all other activities of the department including scheduling and acting as a back-up resource for the academic systems specialist who oversees SUMMIT workload/scheduling application.
What you’ll be doing:
Maintains data in the Program of Study and course master databases for approved College programs by:
- Initiating the annual review (and semester updates as a result of program mapping, etc.) of active post-secondary, continuing education, apprenticeship programs through the POS renewal cycle.
- Examining data submitted from all areas, identifying inconsistencies such as current prerequisites, equivalents, and total program hours.
- Compiling and distributing final approved documents throughout the College.
- Establishing procedures regarding the addition/amendment of POS including schedules of dates, approval procedures and changes to the system.
- Upholds the integrity of the POS by enforcing quality control on course changes, new course code development, prerequisites, equivalencies, and course delivery methods.
- Evaluates late POS changes and approvals with consideration to the impact on students, the fiscal responsibilities and cascading changes in the scheduling systems.
Develops and maintains procedures for establishing the Program of Study master list by:
- Establishing criteria for issuing new program numbers.
- Maintaining program credentials in student information system.
- Ensuring published credential documents are current.
- Ensuring Ministry and/or Board approval has been received for all new or revised programs.
Develops and maintains procedures for establishing new and versioning courses in the course master by:
- Advising Associate Deans and co-ordinators regarding the creation and versioning of new College courses and course numbers.
- Ensuring prerequisite, co-requisites and equivalent courses are current in the course master.
- Maintaining the integrity of the student records by monitoring new and existing course information to ensure adherence to standards.
- Expanding on the existing course master system as required (e.g. by incorporating course descriptions to produce calendars/brochures).
Maintains the Class Designation Chart by:
- Developing new program delivery model through the CDC to ensure the student path from first semester to graduation. Processes additions by uniquely identifying each program for all alternate delivery pattern by assigning appropriate class code.
- Ensuring the delivery mode for each post-secondary program is correct and documented properly on the CDC.
- Maintaining the program completion plan for continuing education and apprenticeship credentials.
Supports department priorities by:
- Providing full back-up support to the Academic Systems Specialist in the maintenance of the SUMMIT tool which holds timetable, SWF workload planning and budget information for the entire college.
- Providing the interface support of the My Academic Progress (MAP).
- Weekly parsing and uploading of changed POSs to the MAP system.
- Annual parsing and uploading of entire POS database to new academic year.
- Ongoing support for errors/omissions in course data uploaded to the College COMMS course outline system.
Performs other duties, such as:
- Developing scripts/testing for system upgrades.
- As a member of the Registrar’s Office, the incumbent will be required to support key activities such as open house, welcome week and convocation.
- Completes other assigned duties as required to support efficient campus or departmental operations.
Other duties as assigned.
What you’ll bring to the role:
- 3-year diploma/degree in Business Administration, Office Administration, or Accounting.
- Minimum 3 years of experience with a wide background and understanding of academic programs, related courses, and academic scheduling is essential, in addition to strong technical skills incorporated in the use of sophisticated database applications.
- Heavy emphasis on verbal and written communication and providing customer service.
- Mandatory Computer Software applications, Integrated Information Systems, Banner, Microsoft Office including expert level Excel and advanced level Access.
- Demonstrated commitment and understanding of human rights, equity, diversity, inclusion, and accessibility.
- The ability to communicate and work effectively with diverse students, employees, and communities.
What we offer:
- Opportunity to gain experience and build relationships at a Hamilton/Niagara Top Employer.
- Access to professional development opportunities.
- Option to enroll in Defined Benefit pension plan (CAAT) with contributions matched by Mohawk College.
- Discounted rate for full-service athletic facility and instructor-led classes.
- Opportunities to engage in wellness events and activities.
To find out more about working at Mohawk College, including our Employee Value Proposition, please visit https://www.mohawkcollege.ca/about-mohawk/careers-at-mohawk
We are committed to reconciliation and nurturing an inclusive, diverse, equitable, and accessible (IDEA) environment for everyone who learns and works at Mohawk College. We welcome applications from racialized persons, women, Indigenous people, persons with disabilities, 2SLGBTQIA+ persons, and others who may contribute to the further diversification of ideas.
The College is committed to fostering inclusive and barrier-free recruitment and selection processes. If you require accommodation during any stage of the recruitment process, please contact Human Resources.
To learn more about Mohawk College’s commitments, please visit the Mohawk College strategic plan webpage: https://www.strategicplan.mohawkcollege.ca/
About Mohawk College
Mohawk College educates and serves 30,000 full-time, part-time, apprenticeship and international students at three campuses and two City School locations at the Eva Rothwell Resource Centre and the Central Public Library in Hamilton, Ontario, Canada. The college has ranked first among all Greater Toronto and Hamilton Area colleges in student satisfaction for seven consecutive years and first in graduate satisfaction for the past five years. Mohawk ranks 15th among all colleges in Canada for applied research activity and has been named among Canada’s greenest employers and the region’s top employers for the past three years.
Mohawk offers 164 postsecondary programs and is one of the largest trainers of apprentices in Ontario, providing training to more than 4,000 apprenticeship students annually at the Marshall School of Skilled Trades & Apprenticeship in Stoney Creek, Ontario.
Since its founding in 1967, more than 115,000 students have graduated from Mohawk College.