Coordinator of Convocation & Examinations
University of Saskatchewan
Saskatoon, SK
Coordinator of Convocation & Examinations (req5236)

The University of Saskatchewan values diversity, and Indigenous engagement is a strategic priority.

Department: Registrarial Services
Location: Saskatoon
Status: Term, up to 12 months, with the possibility of extension
Employment Group: ASPA
Full Time Equivalent (FTE): 1.0
Salary Information: The salary range, based on 1.0 FTE, is $62,850.00 - 98,205.00 per annum (Specialist Professional/Phase 2). The starting salary will be commensurate with education and experience.
Posted Date: 11/21/2019
Closing Date: 11/27/2019
Number of Openings: 1

There is a strong internal candidate for this position.

Primary Purpose: As a key member of the Registrarial Services team, the successful candidate will provide guidance to senior staff while overseeing both the convocation and examination cycles. This includes the organizing of the academic portions of Convocation (program and parchments production, ensuring the fidelity of academic history on the transcript, control over the convocation budget) and overseeing the central scheduling of examinations, (communicating with faculty and depts, hiring proctors, supervising examinations staff). This position also provides analysis to the Associate Registrar, making recommendations on TLSE policies and procedures in the areas of convocation and examinations

Nature of Work: Reporting directly to the Associate Registrar (Academic), Registrarial Services, the successful candidate will have primary responsibility for coordinating many aspects of examinations and convocation. The Coordinator will build collaborative working relationships inside and outside of Registrarial Services, including the Office of the University Secretary, University Relations, Faculty, Deans, Department Heads, administrative and academic staff students, and external stakeholders. The primary responsibility of this position is to oversee all academic components of Convocation, including the convocation program, parchment production, hiring of staff and budget projections and allocations. Secondarily, the coordinator will oversee the scheduling of all examinations scheduled by Registrarial Services, including December, April, Spring and Summer centrally scheduled exams, deferred exams, and 3rd party exams.

This position is driven by constant deadlines, continuous changes, and shifting priorities. The environment is fast-paced and student-centered. There is a high expectation of being able to work without supervision, and to provide direction to convocation and examination staff. High pressure, high volume, and competing deadlines are part of the daily routine. The Coordinator is expected to identify problems and take appropriate actions and/or make appropriate recommendations to resolve issues, and to offer business process improvements to University practices and procedures as required. The work is highly collaborative and involves working with academic and administrative staff as well as functional and technical staff.

TLSE’s mission is to support student success; TLSE values integrity, people, service, learning, collaboration and accountability.

Convocation (60%)

Responsibility for the production of the program and parchment of eight Spring and two Fall Convocation ceremonies
Responsible for convocation budget projections, allocations, and expenditures ensuring it is managed responsibly and aligns with the institutions values, priorities and goals
Hires part time CUPE staff and supervises, and delegates tasks to all CUPE convocation staff regarding setup, running and take down of the event
Process owner for the Convocation module of the Banner Student Information System
Research best practices, make recommendations and implement business process improvements
Development of Convocation policies
Responsible for choosing venders, and evaluating their performances to ensure best practice and the goals of the University and the TLSE are achieved

Examination Scheduling (30%)

Coordinates with colleges and depts to schedule all centrally scheduled exams
Schedules centrally scheduled exams using Infosilem exam scheduling software
Evaluates process and uses project management techniques to improve business practices and improve police as necessary within Examination Scheduling
Oversees the deferred and 3rd party examination process

Additional Duties (10%)

Oversees student academic records and transcript productions
Ensures the fidelity of academic history on the transcript
Evaluates process and uses project management techniques to improve business practices and improve police as necessary within Registrarial Services

Education: The position requires a minimum of a Bachelor’s degree.

Experience: Two to four years of related experience.

Skills: The Coordinator of Convocation and Examinations must possess superior interpersonal and communication skills, oral, written, and editorial; demonstrated organizational and time management skills; a problem-solving and critical thinking ability; the ability to work on multiple projects simultaneously with competing time demands in a fast-paced environment; a creative and meticulous approach to projects; the ability to work independently with minimal supervision and collectively as part of a team; the ability to delegate tasks and responsibilities to support staff; proficiency with contemporary computer applications, including Banner, Infosilem, and UNIFI are essential; knowledge of Faculty Association and CUPE collective agreements. An appreciation and understanding of the policies, programs, services, history, and culture of the University as well as the ability to interact with good judgement and diplomacy with the University community is a necessary.

The University of Saskatchewan is strongly committed to a diverse and inclusive workplace that empowers all employees to reach their full potential. All members of the university community share a responsibility for developing and maintaining an environment in which differences are valued and inclusiveness is practiced. The university welcomes applications from those who will contribute to the diversity of our community. The University must, however, comply with federal immigration requirements. All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority.