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Convocation Assistant
4 weeks ago
**Department** Office of the Registrar - Convocation & Ceremonies
**Salary range** $44,016.45 to $58,952.54
**Hours per week** 35
**Grade** 6
**Posted date** December 9, 2024
**Closing date** December 16, 2024
**Position Type** Full Time - Operating Funded
**Description**:
This position is a part of the Non-Academic Staff Association (NASA).
This position has a term length of one year plus a day and offers a comprehensive benefits package which can be viewed on our Benefits Overview page.
**Location -**This role is in person. Work primarily takes place at North Campus, Edmonton.
**Working at the University of Alberta**
- The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all FirstPeoples of Canada, whose presence continues to enrich our vibrant community._
The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.
Your work will have a meaningful influence on a fascinating cross-section of people — from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more.
**Working for the Convocation and Ceremonies Unit - Office of the Registrar**
The Convocation and Ceremonies Unit in the Office of the Registrar is responsible for the management of university student convocations, special convocation ceremonies, installation of University Presidents and Chancellors, University protocol, high-level awards recognition and convocation student records.
**Position Summary**
**Duties**
- ** Administrative Support & Reception**:
- Provides administrative support to the Assistant Registrar (composing correspondence, responding to queries, and organizing filing systems).
- Assists students and their parents with questions relating to convocation ceremonies and with graduating students and alumni regarding their official records.
- Receives student requests, and prepares certified copies of degrees and letters of invitation to attend convocation.
- Responsible for archiving student and ceremony information, coordinating and updating the parchment filing system, and adhering to file retention policies.
- Responsible for organization, tracking, and disposal of university parchments that were never delivered/claimed.
- Responsible for taking inventory of all items for convocation and events to ensure that the items will be in place for the next convocation or event (i.e. parchment folders, vellum, parchment envelopes, reader stock, apparel reservation forms, etc.).
- ** Convocation**:
- Maintains and updates the address lists for convocation mailings and prepares parchment packages for pick up or mail out.
- Organizes special arrangements for graduating students who defer or require special arrangements because of limited mobility or accessibility concerns.
- Proofing, editing and archiving of all Convocation publications, including parchments.
- Oversees degree distribution for graduates, including scheduling staff and coordinating the distribution area set up in the University Bookstore.
- Leads all temporary staff handing out convocation packages at the University Bookstore and answers and makes decisions on all questions relating to these packages.
- Responsible for the encumbrance inventory list, and sending parchments out to students that have cleared encumbrances (daily during busy periods, weekly after convocation).
- Responsible for verifying all payments for gown rental, and parchment reprints and for completing and submitting all courier forms.
- Runs queries, reports, and labels.
- Maintains accuracy on student records by running bi-weekly audit queries in the CampusSolutions Reporting database and revises personal information as needed.
- ** Special Projects/Events**:
- Assists the Assistant Registrar with the delivery of activities for special events and ceremonies(i.e. President/Chancellor Installations, Special Honorary Degree conferrals) and celebrations.
- Manages RSVPs and coordinates invitation lists.
- Creates congratulatory installation certificates for post-secondary institutions as requested by the Senate, Board of Governors and Presidents’ Offices.
- Assists in the preparation of events, such as creating name tags, signage, PowerPoint slides, maintaining invitation lists, accepting RSVPs, proofing programs, etc.
- Leads and trains volunteers for the registration table at the annual Celebrate TeachingLearning and Research.
- Attends events and provides support for the successful completion of the event.
- Actively participates in office events, such as Convocation ceremonies.
- Other duties as required.
**Minimum Qualifications**
- Mi
