Registration and Convocation Specialist

Status: Full Time

Hours: Monday to Friday; 35 hours/week

Home Campus: Fennell

Payband: G

Rate of Pay: $32.42

Posting Date: February 20th, 2024

Closing Date: February 26th, 2024 at 7:00 pm EST

Please be advised that according to Support Staff Collective Agreement Article 17.1, Internal Full Time Support Staff will be given first consideration for five (5) days from the date of this posting. Preference will be given to qualified regular Full Time employees within the Full Time Support Staff bargaining unit at Mohawk College. Should a suitable candidate not be found, external candidates will be considered.

We support and encourage the contributions of our diverse employees. We are committed to nurturing an equitable, diverse and inclusive (EDI) environment for everyone who learns and works at Mohawk College. 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 equity, diversity and inclusion in our community.

Mohawk College is currently recruiting for our next

Registration and Convocation Specialist

Reporting to the Manager, Registration and Scheduling, the incumbent is responsible for:

• Ensuring all Postsecondary, Continuing Education and Apprenticeship records and registration processes are completed accurately and promptly. As the subject matter expert, the incumbent is responsible for advising and assisting students and academic staff with all registration related items.
• Maintaining academic student records to track student progress, producing transcripts and clearing students for graduation.
• Sequential processing of all details related to convocation of Postsecondary, Continuing Education and Apprenticeship students and administering details required to plan and execute Convocation ceremonies.

Responsibilities:

The duties of this position include, but are not limited to:

Registration:

• Assists and advises students and staff, at all campuses, with registration systems and processes.
• Processes all registrations requiring manual intervention; Coordinates and processes manual registrations and status changes, twice a year, for students studying with partnership institutions.
• Investigates and reconciles errors/problems with student Registration and student account records including making necessary adjustments.
• Processes registrations for sponsored students including creating a contract for the sponsoring agency, attaching the student to the contract and transferring fees to the contract.
• Updates and maintains student records, i.e. withdrawals, transfers, deceased students, and ensures that their refunds/fees have been accurately assessed.
• Establishes and maintains up-to-date waitlists for over-subscribed Continuing Education course sections. Creates a new CRN if an additional section of a course is being offered. Contacts and informs students on the new CRN number and the registration process.
• Advises Program Managers on Continuing Education registration systems and processes, related to getting new course offerings into the registration system after the initial upload each term.
• Reviews New Course Information (NCIs) for accuracy and completeness, contacting staff for clarification and missing information and then enters the information in the Banner system
• Troubleshoots records, Registration and financial problems with Banner and assists all students with web registration, investigating discrepancies from the student self-registering system. Ensures only eligible students are registered for the restricted courses.
• Ensures that all supplies and required forms are available for each registration period. Modifies and updates forms as required, i.e. Grade Change, Incomplete forms, etc.

Convocation:

• Checks all application forms from graduating classes and late grads for accuracy and completeness.
• Prints and ensures that all Academic Deans and Associate Deans receive Graduate Eligibility reports to prepare their lists of eligible graduates and honours graduates.
• Prepares and issues instructions for potential graduates and issues tickets for admittance to the ceremony for all cleared graduates.
• Verifies classes which may have eligible graduates, updates and maintains the Graduate databases to reflect the programs and students graduating.
• Uses reports to identify students already graduated, students graduating from more than one program, and students with outstanding liabilities and takes appropriate action for each situation.
• Ensures appropriate numbers of seals, forms, supplies, signs, numbers, etc. are ordered, prepared and ready for convocation ceremonies.
• Ensures that all diplomas, certificates and acknowledgements are printed accurately and professionally, and placed in the order of ceremonies and proceedings.
• Reconciles an error report of all graduates and potential graduates prior to updating their permanent student record.
• Prepares Continuing Education certificates when students complete program requirements throughout the year ensuring that student records accurately reflect graduation status.
• Handles the nuances required to process the graduation of students in our off shore programs.
• Creates congratulatory letters, i.e. Presidents’ Honours letters, College medal recipients, etc. Mails pictures to students following convocation ceremonies.

Student Records:

• Processes grade changes and incomplete profiles (for both active and historical grades) and exemptions, including creation of new course numbers (CRNs) for the exemption purposes, and ensuring validity of data and that all necessary approvals have been obtained.
• Coordinates the replication of the College’s on-line grading process for courses taught at our off-shore partner institutions and ensuring the integrity of the data received.
• Reconciles reporting of “added” students on approved grade reports and ensures that grades are appropriately loaded in student records promptly.
• Completes the daily time-sensitive manual roll process of all student grades and GPA calculations into academic history.
• Investigates requests to amalgamate student records and determines the correct number for the student’s record for amalgamation based on determined hierarchy.
• Verifies ‘Deans’ Honours letter recipients’ reports are accurate and submits letters to academic areas. Includes running validation reports and preparing cover pages, summary reports and Deans’ Honours letters, Generates reprints and overrides as required.
• Routinely reconciles grading and registration anomalies from prerequisite, enrolment, incomplete and grade reports.
• Determines enhancements required with web tailoring of registration screens and information for continuous improvement in student instructions.
• Provides back-up support for producing transcripts and grade reports in addition to investigating problems when required.
• Processes external requests (i.e. lawyer letters, Services Canada, etc.) for transcripts and additional information related to a student’s studies at Mohawk College. Requests fee for service, when appropriate, and monitors the internal processing of documents requested.

Qualifications:

The successful candidate will have:

• A minimum of two year post-secondary education in General Business, Office Administration or related field; or equivalent combination of education and experience
• Minimum 3 years of experience in a similar role

The successful candidate should also have experience with the following:

• Working with databases and student information systems, preferably with Banner, or any relational database in a post-secondary education.
• Working in an office environment with demonstrated problem solving skills.
• Working in a time sensitive deadline driven environment with an elevated attention to detail.
• Working independently and in a team environment.
• Working in a role with diverse responsibilities and knowledge base.
• Project management experience.
• Demonstrated commitment and understanding of human rights, equity, diversity and inclusion with the ability to communicate and work effectively with diverse groups of students, employees and the community.

Mohawk College prioritizes recruiting and retaining diverse employees. With this in mind, the College is committed to fostering inclusive and barrier-free recruitment and selection processes.

Should you require accommodation through any stage of the recruitment process, please contact the Human Resources Department at (905) 575 - 2047.

Mohawk College is strongly committed to diversity within its community and especially welcomes applications from racialized persons, women, Indigenous people, persons with disabilities, 2SLGBTQIA+ persons, and others who may contribute to the further diversification of ideas.

For more information concerning the Mohawk College strategic plan, please see: strategicplan.mohawkcollege.ca/