Convocation and Registrar Services Coordinator

1 month ago

Greater Sudbury, Canada Northern Ontario School of Medicine Full time

Reporting directly to the Registrar, with an emphasis on collaboration, quality, privacy and security of records, the Convocation and Registrar Services Coordinator oversees and coordinates the preparation and production of convocation ceremonies. Is responsible for NOSM University transcript and degree/certificate production and transmission. Planning and execution of Convocation ceremonies as well as providing service to learners that is delivered in a way that is sensitive to a variety of diverse cultures and in a highly technological and confidential manner.

This position is covered by the Terms and Conditions of the OPSEU Unit 677 Collective Agreement (Unit 2). A copy is available on the NOSM University website.

**Responsibilities**:
Tasks include but are not limited to the following:

- Act the primary point of contact for the Registrar’s office, ensure that excellent customer service and correct information is provided to learners and faculty while upholding the basic tenet of confidentiality of the learner record.
- Implementation and responsible for the quality improvement of student information system transcript creation and distribution processes.
- Work collaboratively with systems analysts at NOSM U and OA Solutions to develop for the quality improvement the Colleague processes for transcript creation, fulling requests for all NOSM U Programs.
- Process all transcripts requests according to FIPPA and Registrar Office procedures.
- Work in collaboration with the accounts office to ensure accurate and efficient payment of fees related to graduation and transcripts and to reconcile any student account issues.
- Manage the timely and accurate production and dissemination of all NOSM University credentials (ie Certificates and Degrees.)
- Ensure the highest security of NOSM transcripts and credentials by keeping abreast of best practices for security measures within Canadian universities.
- Coordinate NOSM University Orientation i.e. (access cards for UME students, NOSM U ID cards for all students, Campus Tours, Locker Management)
- Responsible to have workable knowledge of the student information system registration process.
- Plan and manage budgets related to the production and distribution of degrees, certificates, transcripts and convocation ceremonies
- Review convocation ceremonies and recommend activities to maximize stakeholder satisfaction which includes benchmarking of ceremony outcomes against other universities.
- Coordinate with Communications and Alumni relations the University’s external appearance as it relates to convocation including but not limited to diploma design, invitations, ceremony proceedings, program design and production and website.
- Compile and edit Convocation program copy from multiple university stakeholders and scrutinize the content to ensure the accuracy of information.
- Maintain and keeping abreast of best practices in Convocation Ceremony delivery and procedure.
- In collaboration with the Registrar responsible to develop and maintain Convocation Ceremony protocols for NOSM University.
- Direct venue staff and identify and resolve any physical site limitations to ensure equitable experience for persons with disabilities and as well an any other required accommodations.
- Coordinate, manage and procure an inventory of student and faculty academic regalia.
- Lead Activities of volunteers with respect to convocation and Orientation.
- Other duties as assigned.

**Qualifications**:
**Education**:

- A University degree in a related discipline from a recognized university with Canadian accreditation or an equivalent combination of education and experience is required.

**Knowledge, Skills and Abilities**:

- Minimum of three (3) years of related experience is required
- Experience working in a Registrar’s Office of a postsecondary institution would be an asset
- Proficiency in Microsoft Office (Word, Excel, PowerPoint, etc.)
- Demonstrated ability to pay great attention to detail
- Strong writing, editing and proofreading skills
- Ability to adapt to new technology
- Experience with an enterprise computing system such as Colleague preferred.
- Ability to deal with people sensitively, tactfully, diplomatically, and professionally at all times
- Ability to respond quickly in a dynamic and changing environment
- Ability to work individually as well as part of a team
- High flexibility with strong interpersonal skills that allow one to work effectively in a diverse environment
- Experience with database entry and spreadsheet management is required
- Superior professionalism and strong interpersonal skills
- Knowledge of best practices and procedures as they relate to event management
- Knowledge of University administration policies and procedures would be an asset
- Proven ability to meet deadlines and provide quick reaction to requests
- Familiarity with the Freedom of Information and Privacy Act
- Ability to work both independently and collaboratively in a

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