Service Specialist, Graduation and Academic Records

Position Purpose and Summary

The Service Specialist, Graduation and Academic Records, is a primary representative of the Office of the Registrar to serve students with a focus on the verification of student records, including degree requirements, transcripts, awards, and participation eligibility for graduation ceremonies. On behalf of the Office of the Registrar, this position also works closely with the Coordinator of Transfer Credit and Graduation in partnership with TWU Event Team to deliver a positive student/guest experience at TWU’s graduation ceremonies.

Key Areas of Accountability

1. Undergraduate Program Completion Audits

• Process new undergraduate (UG) graduation applications.
• Process Exception to Graduation Requirements forms for UG students.
• Complete initial and final program completion audits for all undergraduate students in an error-free manner and on time.
• Maintain graduation eligibility data for students.
• Communicate with students about missing graduation requirements and respond promptly to student queries and concerns.
• Verify program completion and credential conferral dates for all UG students.
• Refer appeals and disputes to the appropriate academic advisors or decision-makers.
• Manage graduation-related system requirements.
• Work with the Assistant Registrar or designated staff to facilitate students’ timely completion of unmet graduation requirements.

2. Student Information System

• Maintain program requirements in the Student Information System and ensure information is up to date.
• Review database logic to ensure maximum accuracy for student degree audits.
• 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.
• Review information in the Advising Worksheet and report inconsistencies, errors, or user experience difficulties based on each program’s advising tree requirements.
• Process UG student program change requests.
• Work with faculty and administrative staff to ensure complete and accurate transcript data.
• Ensure the correct degree rows are current, active, and printing on the student’s transcript when reviewing Student Information in JZ.
• Manage UG grad application dates and advising requirement years.

3. Effective communication

• Manage scheduled email communications regarding graduation application deadlines, grad audit results, and ceremony participation eligibility.
• Communicate graduation policies to students, staff, and faculty as needed.
• Collaborate with faculty and staff advisors to improve graduation rates.

4. Graduation Ceremony Planning and Execution

• Serve as the Office of the Registrar’s primary contact for Grad ceremony planning together with the Coordinator of Transfer Credit and Graduation.
• Work with the University Events Team and Marketing and Communications to prepare for and execute graduation ceremonies.
• Manage student eligibility records for graduation ceremonies.
• Coordinate and oversee 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.
• Work with other service providers on matters related to graduation ceremonies.

5. Awards & Certificates

• Identify and prepare the list and awards for: Dean’s list, Distinction, Great Distinction, Valedictorian, Governor-General Gold and Silver Medals and the certificates.
• Prepare and distribute parchments as needed.
• Prepare and distribute transcripts as needed.
• Provide transfer credit evaluation and Graduate program completion audits as needed.

The Person

Skills and Abilities

• Strong verbal and written communication skills.
• Very strong computer/software skills, including various Microsoft software (Excel, Word, Access and others) and ability to learn new software applications.
• Strong planning, organization, and time management skills.
• Superb attention to detail with a focus on systematic improvement.
• Customer service oriented, adaptable to change, and eager life-long learner with a growth mindset.
• Skilled in problem solving.
• Ability to handle pressure and meet strict deadlines.
• Team player and ability to build strong relationships with clients from diverse backgrounds.

Personal

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.

Servant-Leader Way of Life: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.

Key Internal Interactions

Reports: None

Reportsto: Manger of Student Finances

Standards & Requirements

Education:

• Bachelor’s degree is preferred.
• Two years of post-secondary education is required.

Experience:

• 2-3 years of related work experience.
• Experience working in customer service is required.
• Cashier experience is required.
• Accounting background is considered an asset.

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.
• 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 (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 Human Resources.

Trinity Western University is located on the traditional ancestral territory of the Sto:lo people. (Langley)

Trinity Western University is located on the traditional ancestral territory of the xʷməθkʷəy̓əm (Musqueam) people.(Richmond)

Trinity Western University’s Laurentian Leadership Centre is located on the traditional ancestral territory of the Algonquin people. (Ottawa)