Convocation and Student Records Officer

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Feb 2019

Convocation and Student Records Officer

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Bishop's University
February 7, 2019
Sherbrooke, Canada
Job Type


Bishop’s University is seeking a qualified and dedicated individual to fill a regular full-time position as Convocation and Student Records Officer. Reporting to the Registrar the incumbent works collaboratively with the members of the University community to coordinate preparations for Convocation and oversee program changes and final grade submissions. This position will also be expected to assist with other area experts within the Registrar’s Office and may be called upon to offer front-line support services to students visiting the Registrar’s Office. This position has a work week of 32.5  hours from Monday to Friday.

Nature of duties and responsibilities

For Convocation

  • Participates in the organization of the Convocation ceremony;
  • Receives and provides detailed information and explanations to students;
  • Coordinates the student application to graduate process;
  • Prepares student files for degree audit and ensures follow-up with academic departments;
  • Informs students of their graduation status;
  • Produces proof of graduate information for the Convocation booklet;
  • Verifies accuracy of degree, name, etc. on reports, diplomas, etc… ;
  • Maintains Prize recipient information in Student Information System (SIS);
  • Responsible for diploma replacements;

For Student Records

  • Keeps abreast of course and program changes approved by Senate;
  • Assists chairpersons relating to matters such as courses taken elsewhere, equivalences, transfer credits, etc…;
  • Processes deferred grades and tracks outstanding grades;
  • Codes and processes student program changes in the SIS
  • Other tasks as assigned.

Qualifications and Requirements

  • 3 year technical DEC or equivalent;
  • 3-5 years of relevant experience;
  • Demonstrated ability to effectively and efficiently work with large volumes of information;
  • Excellent organizational skills and ability to take initiative, work under pressure and meet deadlines with minimum supervision;
  • Knowledge of both English and French written/oral;
  • Able to work on several projects simultaneously;
  • High level of comfort using computers;
  • Familiarity with post-secondary, an asset;
  • Experience in data management, an asset.

Classification:   Class 9 $21.17 to $27.61 per hour   [APBU – unionized position]

If interested, please submit your curriculum vitae and cover letter, including what position you are applying for by February 17, 2019 before 4:00 pm to [email protected]

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