Convocation Advisor, Office of the Registrar

Description  The  Convocation Team  in the  Office of the Registrar  is currently seeking a Full-time Regular  Convocation Advisor .
Reporting to the Manager, Convocation & Office Operations, the Convocation Advisor supports the administration of graduation and convocation processes for approximately 9,000 graduates annually. The position plays a key role in maintaining the accuracy and integrity of student records and credentials while providing responsive, student-centered support to students, alumni, faculties, and campus partners.
The Convocation Advisor serves as a primary resource for graduation and convocation inquiries and supports a positive student experience through graduation administration, credential services, records management, student communications, ceremony support, and continuous improvement activities.
Summary of

Key Responsibilities   Supports graduation and convocation administration processes, including graduation applications, attendance notifications, student records, and related workflows.
Maintains and updates student records and information systems, ensuring accuracy, integrity, and compliance with university policies and procedures.
Works extensively within People Soft and other administrative systems to support records management, reporting, data integrity, and student service delivery.
Coordinates credential-related services, including parchment production, certified copies, replacement credentials, and digital credential processes.
Compiles, validates, and maintains records, reports, statistics, graduand lists, and other operational information.
Investigates and resolves graduation and convocation-related inquiries from students, alumni, faculties, and campus partners.
Collaborates with faculties and campus partners to investigate discrepancies, exchange information, and support the accuracy and completeness of graduation and convocation records and information.
Supports student participation in convocation ceremonies, including communications, attendance processes, ceremony-related administration, and accommodation requests.
Assists with ceremony preparation, delivery, and post-event activities.
Participates in testing, validation, documentation, and process improvement initiatives related to graduation, convocation, and student service processes.
Reviews and updates procedures, communications, forms, reference materials, and administrative documentation.
Contributes to cross-training, business continuity, and shared team responsibilities during peak operational periods.
Qualifications / Requirements   Bachelor's degree, diploma, certificate, or an equivalent combination of education and experience in a related field.
Minimum of two years of related experience in student services, records administration, graduation processes, or other complex administrative functions, preferably within a post-secondary environment.
Demonstrated experience working with student information systems, enterprise databases, or other complex administrative systems;
People Soft experience is preferred.
Strong proficiency with Microsoft Office applications, particularly Excel, Word, Outlook, Teams, and SharePoint.
Demonstrated experience maintaining records, validating data, compiling reports, statistics, graduand lists, and other operational information while ensuring a high degree of accuracy and attention to detail.
Demonstrated ability to learn and work effectively within complex systems and technology-enabled environments.
Demonstrated ability to troubleshoot system, process, and data-related issues, investigate discrepancies, and support effective operational solutions.
Strong customer service and relationship-management skills, with the ability to provide accurate information and support to students, alumni, faculty, staff, and external stakeholders.
Excellent written and verbal communication skills.
Demonstrated problem-solving skills, sound judgment, and the ability to determine appropriate solutions or escalation paths.
Proven ability to manage multiple priorities and deadlines in a fast-paced environment characterized by cyclical workloads and peak periods.
Demonstrated ability to work both…