Registration and Convocation Specialist

1 month ago

Hamilton, Canada Mohawk College Full time

**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

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:

- 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**:

- 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

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