Registration and Convocation Specialist - Hamilton, Canada - Mohawk College

Mohawk College

Verified Company

Hamilton, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Registration and Convocation Specialist (I/O:
May June 2025) Status**: Initiatives & Opportunities: May June 2025

Hours:
Monday - Friday, 35 hours/week

Home Campus:
Fennell (hybrid work arrangements available)

Rate of Pay:
Payband G (

Start Rate:
$32.42 per hour)

Posting Date:
April 15th, 2024

Closing Date:
April 19th, 2024 at 7:00 pm EST

Preference will be given to qualified employees within the Full Time Support Staff bargaining unit, Appendix D (in the role for 6 consecutive months) and RPT employees who have passed probation 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 reconciliation, equity, diversity, and inclusion in our community.

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.

What you'll be doing:

Registration
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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 uptodate waitlists for oversubscribed 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 selfregistering 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
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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 h