Job Description:

About the Students Division

The focus of the Students division is to serve and support the academic and non-academic growth and development of students. Our strength is in our approaches to peer-to-peer learning and student leadership by empowering students to work collaboratively with service areas and other students to grow holistically as individuals. The Students portfolio at Mount Royal broadly encompasses Student Experience & Success, Enrolment Management, International Education and Planning & Operations delivering support and services that are inextricably linked with the teaching and learning outcomes academic departments are tasked with achieving.

We support the University’s mission by assisting students, staff and faculty through a variety of departments, including: Admissions, Recruitment and Transfer Credit, the Office of the Registrar (Awards, Academic Scheduling & Curriculum, Records, Registration and Financial Aid), Student Success and Learning (Academic Advising, Student Community Standards, Student Experience, Student Learning Services),Access and Inclusion Services, Career Services, Wellness Services, Cougars Athletics and Recreation, the Iniskim Centre, International Education, Residence Services, Student Systems and Student Communications.

About the Role

Reporting to the Assistant Registrar, Records and Convocation, the Graduation and Convocation Specialist ensures that the integrity of academic records is maintained. This multifaceted position involves evaluating student records for graduation eligibility, actively participating in maintaining the degree audit system and supporting student and faculty-related aspects of convocation. Effective communication with a diverse range of internal and external clients is required. The successful candidate will be expected to understand and promote awareness of institutional policies and procedures, ensuring accurate interpretation and equitable application.

This position is a full-time, replacement term position ending August 15, 2026 and working 35 hours per week.

Please note: There is a strong internal candidate for this role.

Responsibilities

• Review the academic records of students who have applied to graduate to determine graduation eligibility
• Prepare and issue materials and official documents for current and graduating students and maintain the security and accuracy of these
• Review current and relevant previous institutional policies and apply interpretation to graduation audit
• Ensure that students who are eligible for graduation are moved forward for approval by General Faculties Council (GFC), within established deadlines
• Review and update student and faculty convocation communications
• Update University Convocation website through the CMS
• Work with the Assistant Registrar to organize and carry out student and faculty aspects of convocation
• Manage student completion of and exceptions to program requirements in consultation with the Academic Chair and/or Dean and/or Advisor
• Act as team lead for student-related event set up
• Perform updates to and maintain student record information
• Ensure the accuracy and integrity of the academic record through error reporting and resolving data issues
• Responding to student inquiries
• Review, analyze, and monitor curriculum changes and enter data into degree audit system using scribe tools
• Participate in training new staff and maintaining user documentation

Qualifications

• Three or four year bachelor degree or equivalent

• 3 - 5 years of related experience, including in-depth knowledge of student information systems and degree audit software, as well as experience working with integrated systems

• Experience with convocation, event or project management preferred

• Experience working with Banner and DegreeWorks is considered an asset

• Excellent communication skills with the ability to correspond with diverse populations

• Proven ability to collaborate with others and work effectively independently

• High-level critical thinking skills along with the ability to analyze and interpret data

• Demonstrated high aptitude for learning technical and detailed work

• Proven ability to prioritize a large volume of work

• Well versed in Microsoft Office and Google products

Salary: $60,571 - $76,640 per annum

Closing Date: July 28, 2025

A cover letter and resume should be submitted in one .pdf document. Please title your .pdf document as follows: [Last Name], [Requisition Number], [Document Title].pdf (ex. Smith, 999999, CV.pdf).

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