TEMPORARY MINISTRY REPORTING ADMINISTRATOR

BUSINESS SERVICES

$28.22 per hour based on a 35 hour week

Contract Dates: As Soon As Possible to April 11, 2025 About the Board

The Hamilton-Wentworth District School Board (HWDSB) is committed to learning, equity, engagement and innovation. We are guided by our vision, Growing Together, the mission that every student experiences a sense of belonging and engages in dynamic learning to reach their potential and build their own future, and our values of Compassion, Dignity, Trust, and Joy to guide our daily work and ensure that we honour the unique identities and needs of all. Proudly serving a community of approximately 50,000 students in the City of Hamilton and surrounding area, HWDSB operates across 80 elementary schools, 13 secondary schools and 1 Adult Learning Centre, in addition to providing support and service to approximately 8,800 staff members.Staff Wellness

At HWDSB, staff wellness is a priority. We are committed to co-creating and fostering an environment where staff feel safe, valued, and supported. We are continuously striving to support the needs of our diverse community and actively work to foster and maintain a culture of human rights.

Our holistic Staff Wellness program has been designed to support employees well-being in all dimensions of health. As one part of this comprehensive program, all staff as well as their dependents have access to free and confidential supports through our Employee and Family Assistance Provider (EFAP), in addition to many other program components.About the Role

Reporting to the Budget Analyst, the Ministry Reporting Administrator will validate all student information within the Ontario School Information System (OnSIS) data reports to ensure maximum grant recognition through the submissions to the Ministry. Provides information on the Interpretation and Management of the Enrolment Register Instructions provided annually by the Ministry of Education. Responsible for the School and Board level OnSIS validation and submission sign off within the timelines prescribed by the Ministry of Education and the provision of regular enrolment reporting to departments, staff and external agencies as required.DUTIES In collaboration with the Central Enrolment and Data Team, manage the coordination, communication, collection and sign-off of all school and Board Ministry OnSIS submission data. Submission data includes student, course/class enrolment, educator, suspension/expulsion, night and summer school, ECPP facilities, violent reporting, and the Board Report.

Support quality assurance for grant calculations by verifying OnSIS and Ministry Reporting data to ensure Board grant revenue is maximized in areas of enrolment, French as a Second Language, English as a Second Language, Indigenous Education, Special Education and other areas that are reported through OnSIS student data.Identify any errors or missing data from school submissions and work with the Central Enrolment and Data Team to correct the data for resubmission. Provide summarized data on grant areas from OnSIS to the Business Services team for Budget, Revised Estimates and Financial Statement Reporting. Collaborate with other Board staff to verify this grant data such as International Students, Special Education Data and Social Work Services.

Work with the Ministry of Education OnSIS team to resolve issues and concerns regarding student, school, and educator requirements, i.e., anomalies discovered upon submitting data to the Ministry such as student transfer out codes etc.

Interpret and communicate Enrolment Register instructions for Elementary and Secondary Schools and provide clarification and problem-solve to all board staff inquiries on enrolment register reporting guidelines.

Completes regular internal audits of enrolment reporting at the school level and assists the External Auditors or other Ministry or Regional Internal Auditors with their audits of enrolment.

Assists Business Service Staff with queries on enrolment or reporting from Trustees, Executive Council, Board External Auditors or Ministry of Education questions.

Assist with the administration of Board OnSIS data, including notifying Ministry of Education regarding new school openings and closures, change of Principals and Superintendents and provide all necessary details to support these changes.

Provides regular enrolment data to Board staff, departments, and external agencies or unions as required.

Other duties as assigned.QUALIFICATIONS Minimum 3-year college diploma or university degree with a focus in business is preferred.

Five years of relevant experience with enrollment reporting and analysis

Strong knowledge and experience with principles, procedures and enrolment reporting and the implication on grant calculations, internal controls, and enrolment analysis.

Strong communication skills with the ability to prepare PowerPoint presentations, deliver presentations to an audience, draft professional emails and prepare memorandum correspondence.

Ability to prioritize and developed organizational skills in order to meet strict deadlines.

Strong organizational skills and the ability to work accurately with a high attention to detail.

High level of accountability where it pertains to data integrity, confidentiality and excellent customer service skills.

Ability to gather, analyze and evaluate enrolment information and other data.

Advanced knowledge with computer software applications including: Office 365, Microsoft Excel, Microsoft Word, PowerSchool Student Information System and the Ontario Student Information System (OnSIS).

Reliable transportation is required for travel to schools throughout Hamilton-Wentworth. Deadline for submission is 4:00pm on Monday, April 29, 2024 . Applicants who are short-listed for this position will be invited for an in-person interview at the HWDSB Education Centre (wheelchair accessible). If you require accommodation, please notify us in advance and we will work with you to meet your needs as HWDSB is committed to providing accommodation throughout the recruitment and selection process, based on any human rights protected grounds.

Employment Equity Statement

Hamilton-Wentworth District School Board (HWDSB) is committed to building inclusive learning and working environments where students see themselves reflected in the curriculum, staff population, physical surroundings and the broader community.HWDSBs mission is to empower students to learn and grow to their full potential in a diverse world. Guided by this mission, HWDSB strives to build a workforce that embodies the values of human rights, equity, diversity and inclusion, while reflecting and welcoming the diverse and distinct identities, experiences and needs of our students and our communities.

HWDSB seeks qualified candidates who share our commitment to equity and inclusion, and who will contribute to the vision of creating inclusive and equitable outcomes. HWDSB especially invites and welcomes applications from: Indigenous Peoples (e.g., First Nations, Mtis and Inuit peoples).

Members of groups that commonly experience discrimination due to race, ancestry, colour, religion and/or spiritual beliefs, or place of origin (e.g., Black and racialized communities, immigrant communities, etc.).

Persons with visible and/or invisible (physical and/or mental) disabilities.

Persons who identify as women.

Persons of marginalized sexual orientations, gender identities, and gender expressions. (i.e., Two-spirit and LGBTQIA+).

As part of HWDSBs commitment to employment equity and removing barriers to groups that have faced and continue to face barriers in employment, we invite all applicants to complete a voluntary questionnaire that collects identity-based information. The voluntary questionnaire is on the Apply to Education application page for this position.

HWDSB is committed to providing accommodation throughout the recruitment and selection process, based on any human rights protected grounds. If you require accommodation, please notify us in advance and we will work with you to meet your needs.

Land Acknowledgement

HWDSB is located on ancestral Anishinaabe and Haudenosaunee Confederacy land as determined by the Dish with One Spoon treaty. The Dish with One Spoon wampum belt represents the treaty relationship between the Haudenosaunee Confederacy and Anishinaabe with respect to sharing the land and resources thereon. The intent of this agreement is for all nations sharing this territory to do so responsibly, respectfully and sustainably in perpetuity. We respect the longstanding relationships with the local Indigenous communities, the Mississaugas of the Credit First Nation and the Six Nations of the Grand River.Applicant Self-Identification Form

The information collected on this form is used to monitor HWDSBs progress toward our equity goals including our commitment to diversity in HWDSB recruitment and hiring practices. We are committed to the security and confidentiality of information under our control, and to the protection of privacy with respect to personal and confidential information that is collected, used, disclosed and retained in the system (Policy 1.6 - Privacy). Information on this form is collected pursuant to Ontarios Education Equity Action Plan (Ministry of Education) and in accordance with the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). Access to this form is restricted to specific individuals in Human Resources. The Research and Analytics Department will use aggregate data from all the forms (not individual data) for internal reporting. Their access and use of the data is governed by MFIPPA and ethical research practices. Applicant Self-Identification Forms will be maintained in the Human Resources job competition file and securely destroyed 1 year after the job posting for candidates not selected for an interview and 6 years after the job posting for candidates interviewed, in accordance with general records retention principles. If you prefer not to answer any of the questions, you can select prefer not to answer. This in no way affects your application or the applicant selection process. If you have questions or concerns about this form please contact humanresources@hwdsb.on.ca.