Service Specialist, Graduation and Academic Records
Job in
Langley, BC, Canada
Listing for:
Trinity Western University
Full Time, Seasonal/Temporary, Contract, Apprenticeship/Internship
position
Listed on 2026-01-19
Job specializations:
-
Administrative/Clerical
Summer Seasonal, Education Administration, Administrative Management
Job Description & How to Apply Below
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 Final date to receive applicationss, 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…
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