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// Office of the Registrar
Position Purpose and Summary
The Graduation Specialist - Graduate Studies and TEDS provides top-tier academic-related services to internal and external customers of the University. This role is primarily responsible for setting up accurate and timely program completion requirements in the student information system under the supervision of the Associate Registrar, conducting graduation/program completion audits and posting degree conferral dates for graduate and TEDS students at TWU in a timely manner, verifying degree completion status, managing graduation ceremony participation eligibility, preparing official academic documents, and supporting inter-departmental coordination related to students’ program completion.
Key Areas of Accountability
Conduct accurate and timely graduation audit for graduate students and TEDS students
Review and audit all graduates and divinity school’s student records to verify degree completion, including matching individual course records with program specifications.
Prepare audit reports and maintain accurate records of student status and outcomes.
Identify and communicate any academic deficiencies to students.
Respond to student inquiries related to graduation requirements and status.
Coordinate with academic advisors and/or academic leaders to ensure that exceptions are reviewed and resolved in compliance with university policies.
Support accurate degree conferral, prevent graduation delays, and ensure institutional compliance
Graduation processing and system management
Gather graduation application list and enter the information into the Student Information system accurately.
Maintain graduation-related student records by performing data entry, spreadsheet tracking, and system updates for program changes, stream changes, leaves of absence, and policy-approved exceptions
Skip the repetitive application forms
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Support the administrative workflow of graduation by contacting students identified as potentially eligible, prompting timely application submission, and coordinating with academic departments to confirm or supplement graduation lists.
Report any discrepancies of the Advising Worksheet/Course Needs report to the Associate Registrar
Communication, Graduation Ceremony Eligibility Verification & Ceremony Support
Promote proactive communication and planning with graduate programs and students to ensure early application for graduation
Review graduate student records to verify eligibility for participation in the graduation ceremony in accordance with university policies.
Prepare and provide official eligibility lists to the Graduation Planning Committee for ceremony communications and planning.
Coordinate with internal departments to ensure accurate and timely information flow related to graduation ceremony participation.
Provide on-site support during the ceremony, including distributing name cards and assisting with student line-up and participation flow.
Supports the integrity of the graduation process and contributes to a smooth and positive ceremony experience.
Graduation Website and Academic Calendar update
Ensure the information related to GR graduation on the Graduation webpages and on the Academic Calendar is up to date;
Academic Record Services
Provide backup support for the following areas for vacation coverage and peak services periods:
Official transcripts ordering, manage the transcripts@twu.ca inbox, responding to phone calls and helpdesk tickets.
Provide timely and accurate service for transcript orders or external credential evaluations.
Prepare and print degree parchments for each academic term, ensuring accuracy and secure handling.
Coordinate fulfillment, including secure mailing or student pickup notifications, maintaining chain-of-custody and institutional compliance.
Verify student records to support the preparation of official documentation, such as graduation letters, status confirmations, and internal reporting, by ensuring eligibility and compliance with academic requirements.
Team and Departmental Contribution
Participate as a member of the Office of the Registrar to achieve departmental and institutional goals.
Support inter-departmental initiatives and continuous service improvements.
Promote effective communication and collaboration with faculty advisors, and administrative units.
Contribute to efficient operations and enhanced student support
Key Interactions
Internal: Admissions, Admissions Data Services, Academic Advisors, Faculty, Directors and Deans; Service Hub; Office of Graduate Studies; IT; Calling and Career Development, Academic Records, Transfer credits, Student Finances
External: External credential evaluators
Reports : Not Applicable
Reports to : Associate Registrar
Job Standards and Requirements
Education : Minimum bachelor’s degree; TWU educational experience preferred.
Experience in managing complex and large volume data
Experience in higher education and working with students from diverse backgrounds and cultures
3-5 years required in office settings which includes administrative responsibilities.
Driven and inspired by the idea of positively impacting the various marketplaces of life through the development of godly Christian leaders by serving the Trinity Western University community.
A dedicated and mature evangelical Christian with an earnest desire to serve in family, church, work, and community. Affirm and support TWU’s mission, values, Statement of Faith, and Community Covenant. Strength of character and reputation, integrity, focused. A winsome personality with a positive and friendly attitude.
Act in a manner that exemplifies Jesus Christ in all on and off-campus contacts thereby living out the servant leadership mission of the university and contributing effectively towards achieving the institutional and Kingdom goals of the organization.
Duties and responsibilities that do not constitute a major change may be added, deleted or changed at any time at the discretion of the supervisor either orally or in writing.
Benefits Of Working at TWU:
A comprehensive benefits package which includes 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.
Subsidized meals at the main cafeteria.
Discounts and perks for the on-site Trinity Western Outfitters Campus Store and coffee shops, as well as shops and restaurants in Fort Langley.
Wellness benefits (i.e., counselling, sick days, personal days, and health/wellness spending account).
Free recreational equipment rentals (e.g., 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.
Trinity Western University encourages applications from all eligible candidates who are able to commit to the University’s mission, values, and Christian identity as articulated in its Statement of Faith and Community Covenant. We are committed to an ethic of inclusion and to the equal treatment of all persons without discrimination in accordance with human rights law.
We particularly invite applications from indigenous people, women, persons with disabilities, and visible minorities. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority. Persons with disabilities who anticipate needing accommodations during the application process should contact People & Culture.
Trinity Western University is located on the traditional ancestral territory of the Sto:lo people.
Trinity Western University is a nonprofit Christian liberal arts research university serving undergraduate and graduate students in Canada and worldwide.
Visit company websiteJobs and hiring trendsCAD 45900-45900 yearly / year
Full-time
Mid · 3+ years experience
Onsite
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