Support Officer - Appendix D/Temporary Assignment (July 2026 - December 2026)

Mohawk College • Hamilton, ON

2d • Hybrid

About The Position

Under the direction of the Program Manager, the Support Officer – CE performs a variety of duties associated with the administration of courses and programs in the Marinucci Family Centre for Professional Advancement & Continuing Studies. This includes compiling statistical analysis of data for department management and budgeting, the creation and implementation of new data systems, and procedural response to the needs of service users, students, instructors, and program managers. The incumbent also interacts and liaises both internally and externally to develop and implement systems to enhance the efficiency and effectiveness of the department. Flexibility in working hours and campus location is required to support the effective functioning of the MFCPACS as needed.

Requirements

• A three-year post-secondary education in Business/Business Administration or related field; or equivalent combination of education and relevant experience.
• Minimum of 3 years of relevant work experience.
• Advanced experience using Microsoft Office products (Word, Excel, and Access), Internet, email.
• Intermediate experience of all aspects of Banner (Finance, HR, Student Records, and Course Information), Cognos/DSP, MyCanvas, and FAST Suite.
• Customer service experience is required.
• Knowledge in Project Management, Data Analytics & Reporting, Financial Management & Budget Tracking.
• 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.

Nice To Haves

• Preference of Accounting / Finance/Bookkeeping experience, including a knowledge of College financial processes, and experience in an Academic / Administrative area.

Responsibilities

• Compiles, researches, and analyzes financial and statistical data for the purpose of providing recommendations, answering requests for financial information, and monitoring budgets.
• Prepares data for the Leadership team related to program delivery (financial and academic).
• Establishes financial tracking systems and monitors accounts and cost centers in monthly statements by verifying items on FAST and internal tracking systems and following up on discrepancies.
• Supports the Program Manager in tracking enrollments and assists in the development of variance explanations.
• Authorizes accurate and proper documentation regarding expenditures and revenues sent to Financial Services, including Liability Accounts.
• Processes authorized expenditures (e.g., purchase order requisitions, corporate credit card purchases, invoices, expense claims, honorariums, and supplies).
• Initiates appropriate payments for disbursement of revenue based on individual agreements with specific professional associations.
• Ensures budget allocations and expenditures fall within policies established by the supervisor, which includes budget reconciliation, budget reallocation, and tracking of outstanding expenditures and revenue transfers.
• Prepares and submits itemized payroll, service, and expenditure accruals in accordance with fiscal year-end procedures.
• Organizes and prepares data for quarterly and divisional reviews and budget projections.
• Adapts and recommends procedures and maintains records for audit purposes related to Departmental projects.
• Liaises with academic partners, community partners, professional associations, certification bodies, industry partners, and outside agencies regarding program-related matters, including but not limited to accreditation and special programs.
• Coordinates Program Advisory Committee Meetings, including meeting coordination (room booking, food, parking, etc.), agenda, membership lists, invitations, RSVP's, minute-taking, document/minutes distribution, and maintaining the PAC contact list.
• Tracks and processes student feedback and instructor surveys as required.
• Assists with marketing, website, and communication materials to ensure accuracy of program and course information.
• Provides support for all reporting, tracking, reviews, recommendations, and changes related to Programs of Study (POS).
• In collaboration with the Program Manager, coordinates faculty training and planning sessions as required.
• Provides support for all reporting and tracking of course outlines for all courses.
• Provides liaison internally with all College service areas and externally, including but not limited to, Professional Associations, Companies (Employers), and Industry Partners.
• Daily review of enrollments with Program Manager(s) during each semester start-up to identify cancellations/additional sections and coordinating subsequent actions.
• Provides statistical analysis of enrollment trending for enrollment planning purposes.
• As required, initiates correspondence to other departments (Payroll, Accounts, Student Residence, Satellite campuses, Student Records, Reservations, Physical Plant) related to accruals, debit/credit, budget transfers, incorrect student or course information.
• Provides input for financial set up of special courses, e.g., Language Interpreter, Medical Laboratory Technologist courses, and any new course development.
• Collaborates with the Director, Program Manager(s), Finance Support Officer, and Financial Analysts to review detailed analyses of course profitability considering external fees or associated program fees.
• Deals with problems that arise as a result of course cancellations.
• Arranges room scheduling and coordinates catalogue modifications and faculty/student notification.
• Contacts/deals with outside agencies and faculty regarding course dates, times, and location.
• Solves problems arising from instructors regarding room problems, incomplete profiles, electronic grading or grade sheets, and payroll inquiries.
• Supports and triages problems arising from students, including but not limited to incomplete profiles, exemptions, transfers, refunds, grades and grade appeals, exemptions, and credits from other institutions.
• Under the direction of the leadership team, assists with funding proposals, project briefs, surveys, and reports as required.
• Oversees and coordinates the preparation of the relevant sections of the Continuing Education Catalogue(s) and other marketing collateral.
• Informs Program Managers of submission due dates and follows up to ensure these are received in a timely fashion.
• Identifies, coordinates, and prepares submissions to the Continuing Education Catalogue(s) and other marketing collateral related to programming areas each semester.
• Ensures controller codes are correct.
• Ensures all fee requirements are properly complied with internal financial policies and Ministry/Grant guidelines.
• Ensures miscellaneous/ancillary fees are applied correctly.
• Provides marketing with program/course information required to design multimedia content and campaigns.
• Assists with coordination of promotional materials for internal/external events, including representing the department at internal/external events.
• Initiates and expedites the accounts payable and payroll process (compliance) for teaching and course-related services.
• Coordinates the implementation of new projects related to programming areas.
• Assists other staff members, including clerks, with their duties and relays all changes in policies, procedures, and systems. This may include training of certain functions for new employees.
• Provides assistance when required with preparation of course control records regarding student status in terms of eligibility for graduation, maintaining confidential records for instructors, and confidential files of program managers.
• Prepares contracts for MFCPACS, including part-time staff contracts and non-teaching development contracts.
• Enters information for new instructors into the Banner HR and payroll system.
• Coordinates special contracts for payment for development of courses, course outlines, exams and assignments, large class size payments, etc.
• Ensures that payroll expenditures are posted to the correct accounts and project codes and works with the finance support officer to initiate expense transfers when required.
• Develops systems for, maintains, and ensures that confidential personnel records are kept on faculty, program managers, and part-time support staff.
• Addresses concerns from instructors with regard to rates of pay, missing or late payments, etc.
• In collaboration with the finance support officer, maintains project finances for special grants or capital initiatives as required.
• Provides administrative support to ensure operational efficiencies are upheld; ensuring contracts, textbooks, certificates/diplomas, and other secretarial duties are performed.
• Consults with program managers and instructors regarding proposed changes to the existing catalogue format, determines sequence of actions regarding submission of information.
• Inputs grades for courses/programs into relevant systems where required, including but not limited to FAST Suite, Ontario Learn, subscription systems, etc.
• Assists and backs up other support staff during peak periods and for absence coverage.
• Takes on special projects as assigned by the leadership team.
• Requires flexibility in working hours, particularly during start-up and as may be required throughout the semester to accommodate students and faculty to meet the efficient operating needs of the MFCPACS.
• Required to be scheduled at various campuses as required.
• Other duties as assigned.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree