Description
The Convocation Team in the Office of the Registrar is currently seeking a Full-time Regular Convocation Advisor.
Reporting to the Manager, Convocation & Office Operations, the Convocation Advisor supports the administration of graduation and convocation processes for approximately 9,000 graduates annually. The position plays a key role in maintaining the accuracy and integrity of student records and credentials while providing responsive, student-centered support to students, alumni, faculties, and campus partners.
The Convocation Advisor serves as a primary resource for graduation and convocation inquiries and supports a positive student experience through graduation administration, credential services, records management, student communications, ceremony support, and continuous improvement activities.
Summary of Key Responsibilities (job functions include but are not limited to):
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Supports graduation and convocation administration processes, including graduation applications, attendance notifications, student records, and related workflows.
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Maintains and updates student records and information systems, ensuring accuracy, integrity, and compliance with university policies and procedures.
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Works extensively within PeopleSoft and other administrative systems to support records management, reporting, data integrity, and student service delivery.
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Coordinates credential-related services, including parchment production, certified copies, replacement credentials, and digital credential processes.
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Compiles, validates, and maintains records, reports, statistics, graduand lists, and other operational information.
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Investigates and resolves graduation and convocation-related inquiries from students, alumni, faculties, and campus partners.
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Collaborates with faculties and campus partners to investigate discrepancies, exchange information, and support the accuracy and completeness of graduation and convocation records and information.
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Supports student participation in convocation ceremonies, including communications, attendance processes, ceremony-related administration, and accommodation requests.
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Assists with ceremony preparation, delivery, and post-event activities.
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Participates in testing, validation, documentation, and process improvement initiatives related to graduation, convocation, and student service processes.
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Reviews and updates procedures, communications, forms, reference materials, and administrative documentation.
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Contributes to cross-training, business continuity, and shared team responsibilities during peak operational periods.
Qualifications / Requirements:
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Bachelor's degree, diploma, certificate, or an equivalent combination of education and experience in a related field.
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Minimum of two years of related experience in student services, records administration, graduation processes, or other complex administrative functions, preferably within a post-secondary environment.
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Demonstrated experience working with student information systems, enterprise databases, or other complex administrative systems; PeopleSoft experience is preferred.
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Strong proficiency with Microsoft Office applications, particularly Excel, Word, Outlook, Teams, and SharePoint.
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Demonstrated experience maintaining records, validating data, compiling reports, statistics, graduand lists, and other operational information while ensuring a high degree of accuracy and attention to detail.
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Demonstrated ability to learn and work effectively within complex systems and technology-enabled environments.
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Demonstrated ability to troubleshoot system, process, and data-related issues, investigate discrepancies, and support effective operational solutions.
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Strong customer service and relationship-management skills, with the ability to provide accurate information and support to students, alumni, faculty, staff, and external stakeholders.
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Excellent written and verbal communication skills.
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Demonstrated problem-solving skills, sound judgment, and the ability to determine appropriate solutions or escalation paths.
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Proven ability to manage multiple priorities and deadlines in a fast-paced environment characterized by cyclical workloads and peak periods.
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Demonstrated ability to work both independently and collaboratively within a team environment.
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Experience participating in testing, validation, documentation, or process improvement activities is considered an asset.
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Experience supporting graduation, convocation, event administration, or large-scale institutional activities is considered an asset.
Application Deadline: August 14, 2026
We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.
This position is part of the AUPE bargaining unit, and falls under the Specialist/Advisor Job Family, Phase 1.
For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.
About the University of Calgary
UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.
The University of Calgary has launched an institution-wide Indigenous Strategy ii' taa'poh'to'p committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.
The university's commitment to the Indigenous Strategy is evident through the oversight of 18 Elders serving on the Circle of Advisors and the many unit-based circles working towards implementation of the strategy including the Faculty Advisory Circle and teams such as the Office of Indigenous Engagement, the Writing Symbols Lodge, and the Indigenous Research Support Team. Many Indigenous-based events and processes are impacting curriculum, programming and polices at the University of Calgary.
As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Institutional Commitments ([email protected]) and requests for accommodations can be sent to People & Culture ([email protected]).
Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.
We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.
