Job Description

Student Records manages and maintains records for all current and non-current students of the University of Winnipeg. The Academic Program and Convocation Officer is a full-time continuing position responsible for ensuring that all students meet the requirements for graduation. They also coordinate all aspects of Student Services for Convocation, represent Student Records on Senate committees in support of graduation appeals, and provide secondary support for Records Administration.
Responsibilities:

• Conducts degree audits for all Undergraduate and Graduate students.
• Conducts degree audit planning with students to support successful graduation.
• Provides students with academic advice to achieve graduation.
• Advises new and returning students on University regulations.
• Enters and advises on ad-hoc changes and waivers granted by departments for individual student programs.
• Acts as a resource for academic advising and faculty should questions about academic programs arise.
• Corresponds with students to outline courses, requirements, options, grounds for appeal and the likelihood of success for graduation.
• Deals with upset students (and parents) who fail to meet graduation requirements.
• Conducts degree audits for all Undergraduate graduation applicants to ensure that graduation requirements are met.
• Conducts final check on final grades for Graduate graduation applicants to ensure courses are passed.
• Issues Confirmation of Graduation letters for students.
• Issues Certified Degree Parchments and replacement parchments.
• Ensures accuracy of the Student Record.
• Updates all degree information on the graduands' records.
• Makes recommendations of graduands and those failing to qualify to Senate.
• Coordinates printing of the degree parchments.
• Provides instructions to graduands about Convocation.
• Coordinates and prepares Convocation procession lists.
• Coordinates academic proceedings of Convocations with the Manager of Conferences and Events Services.
• Works in collaboration with the Awards and Financial Aid Office for recommendation of Gold Medals.
• Engages in Convocation on the day to support the smooth operation of the Convocation proceedings.
• Ensures post-convocation mailing of parchments.
• Prepares Major and Degree statistics for Senate.
• Maintains and orders all supplies for printing and issuing degrees.
• Gathers and presents information for Graduation appeals.
• Responsible for processing Graduation Senate appeals.
• Participates as the recording secretary, produces and circulates minutes, and advises on grounds and procedures for the Senate Appeals Subcommittee, Senate Appeals Full Committee, and Graduate Senate Appeals meetings. Is a voting member on all but the Senate Appeals Full Committee.
• Gathers and presents information for waiver of Graduation requirements.
• Maintains confidentiality, security, and integrity of all appeals processes.
• Collaborates with students and staff to resolve issues.
• Provides secondary support for supervisory responsibility of the Records area.
• Collaborates with other Student Services team members to ensure exemplary student customer service.
• Participates in the hiring and training of staff.
• Performs testing, and provides feedback, ensuring quality assurance compliance for software updates/implementations.

Qualifications:

• University degree preferred in a related discipline.
• At least 5 years of directly related experience in an educational environment, including supervisory responsibility.
• Must have experience in registration or advising procedures in a post-secondary environment; University experience is preferred.
• Must have knowledge of Student Information Systems (SIS) associated with maintaining and disposing of student records.
• Knowledge and expertise in understanding, analyzing and utilizing computer data.
• Proficient in word processing skills with familiarity within a Windows environment (i.e. Microsoft Office, Excel, etc.).
• Excellent organizational skills.
• Ability to multi-task in a fast-paced work environment.
• Effective communication skills with students, staff, faculty, and the public.
• Ability to be self-motivated and take initiative.

An equivalent combination of education, experience, skills, knowledge and abilities may be considered.
Condition(s) of Employment:

• Must be legally entitled to work in Canada.
• Flexible in taking vacation at non-peak times (outside of December-February, May-June, September-October and Convocation time frames).
• Must be willing to work additional hours from time to time.

The salary range for this position will be from $53,926.60 to $74,765.60 annually.
Note: The work described in this posting will be conducted in-person, with an opportunity to apply for Remote Work for up to two (2) days per week.
The University of Winnipeg is committed to equity, diversity and inclusion and recognizes that a diverse staff and faculty benefits and enriches the work, learning and research environments, and is essential to academic and institutional excellence. We welcome applications from all qualified individuals and encourage women, racialized persons, Indigenous persons, persons with disabilities, and 2SLGBTQ+ persons to confidentially self-identify at time of application.
The University of Winnipeg is committed to ensuring employment opportunities are accessible for all applicants. If you require accommodation supports during the recruitment process, please contact human_resources@uwinnipeg.ca.
The personal information of applicants is collected under the authority of the University of Winnipeg Act and 36(1)(b) of the Freedom of Information and Protection of Privacy Act. All personal information collected via the recruitment process is used to assess the applicant's suitability, eligibility, and qualifications for employment, and to otherwise support recruitment activities. This information will be provided to participating members of the recruitment process. Questions regarding the collection of your personal information may be directed to the Director, HR Services, 515 Portage Avenue, Winnipeg, MB, R3B 2E9 or human_resources@uwinnipeg.ca.

Skills Required