Service Specialist, Graduation and Academic Records

1 month ago

Langley, Canada Trinity Western University Full time
Job Summary

The Service Specialist, Graduation and Academic Records, is a key representative of the Office of the Registrar, serving as the primary point of contact for students and stakeholders regarding graduation and academic records. This role is responsible for ensuring the accuracy and completeness of student records, including degree requirements, transcripts, and participation eligibility for graduation ceremonies.

Key Responsibilities
  • Process new undergraduate graduation applications and Exception to Graduation Requirements forms in a timely and error-free manner.
  • Complete initial and final program completion audits for all undergraduate students, maintaining graduation eligibility data and communicating with students about missing requirements.
  • Verify program completion and credential conferral dates for all UG students, referring appeals and disputes to the appropriate academic advisors or decision-makers.
  • Manage graduation-related system requirements and work with the Assistant Registrar or designated staff to facilitate students' timely completion of unmet graduation requirements.
  • Maintain program requirements in the Student Information System, ensuring information is up to date and accurate.
  • Review database logic to ensure maximum accuracy for student degree audits and work with the Associate Registrar or designated staff to ensure the Academic Calendar and Jenzabar (Advising Worksheet) are accurate and helpful to students, staff, and faculty.
  • Process UG student program change requests and work with faculty and administrative staff to ensure complete and accurate transcript data.
  • Manage UG grad application dates and advising requirement years, ensuring the correct degree rows are current, active, and printing on the student's transcript when reviewing Student Information in JZ.
  • Communicate graduation policies to students, staff, and faculty as needed, collaborating with faculty and staff advisors to improve graduation rates.
  • Serve as the Office of the Registrar's primary contact for Grad ceremony planning, working with the Coordinator of Transfer Credit and Graduation, University Events Team, and Marketing and Communications to prepare for and execute graduation ceremonies.
  • Manage student eligibility records for graduation ceremonies, coordinating and overseeing students' preparation for participating in the ceremony on the day of the ceremony.
  • Provide required data to the University Events team for all graduation ceremonies, working with other service providers on matters related to graduation ceremonies.
  • Identify and prepare the list and awards for Dean's list, Distinction, Great Distinction, Valedictorian, Governor-General Gold and Silver Medals, and certificates, preparing and distributing parchments and transcripts as needed.
Requirements
  • Bachelor's degree is preferred, with two years of post-secondary education required.
  • 2-3 years of related work experience, with experience working in customer service and cashier experience required.
  • Accounting background is considered an asset.
Benefits
  • A comprehensive benefits package, including extended health, dental, and insurance, and an RRSP matching program.
  • Annual statutory holidays (14) with generous vacation accruement.
  • Tuition Benefit for TWU undergraduate and graduate level courses to enhance knowledge and professional competency.
  • Torch tuition scholarship for dependents of eligible employees attending TWU.
  • Free access to TWU's fitness/gym facilities and the Norma Marion Alloway Library.
  • Discounts and perks for the on-site Trinity Western Outfitters Campus Store cafeterias and bookstore, as well as shops and restaurants in Fort Langley.
  • Wellness benefits, including counselling, sick days, personal days, and health/wellness spending account.
  • Free recreational equipment rentals, such as paddle boards, snowshoes, kayaks, etc.
  • Free employee parking on campus.
  • Special community events throughout the year.
  • Employee and Family Assistance Plan (EFAP).
  • A positive Christian fellowship environment.

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