Graduation Specialist - Graduate Studies and TEDS

// Office of the Registrar

Position Purpose and Summary The Graduation Specialist - Graduate Studies and TEDS provides top-tier academic-related services to internal and external customers of the University. This role is primarily responsible for setting up accurate and timely program completion requirements in the student information system under the supervision of the Associate Registrar, conducting graduation/program completion audits and posting degree conferral dates for graduate and TEDS students at TWU in a timely manner, verifying degree completion status, managing graduation ceremony participation eligibility, preparing official academic documents, and supporting inter-departmental coordination related to students’ program completion.

Key Areas of Accountability

Conduct accurate and timely graduation audit for graduate students and TEDS students

- Review and audit all graduates and divinity school’s student records to verify degree completion, including matching individual course records with program specifications.
- Prepare audit reports and maintain accurate records of student status and outcomes.
- Identify and communicate any academic deficiencies to students.
- Respond to student inquiries related to graduation requirements and status.
- Coordinate with academic advisors and/or academic leaders to ensure that exceptions are reviewed and resolved in compliance with university policies.
- Support accurate degree conferral, prevent graduation delays, and ensure institutional compliance

Graduation processing and system management
- Gather graduation application list and enter the information into the Student Information system accurately.
- Maintain graduation-related student records by performing data entry, spreadsheet tracking, and system updates for program changes, stream changes, leaves of absence, and policy-approved exceptions
- Support the administrative workflow of graduation by contacting students identified as potentially eligible, prompting timely application submission, and coordinating with academic departments to confirm or supplement graduation lists.
- Report any discrepancies of the Advising Worksheet/Course Needs report to the Associate Registrar

Communication, Graduation Ceremony Eligibility Verification & Ceremony Support
- Promote proactive communication and planning with graduate programs and students to ensure early application for graduation
- Review graduate student records to verify eligibility for participation in the graduation ceremony in accordance with university policies.
- Prepare and provide official eligibility lists to the Graduation Planning Committee for ceremony communications and planning.
- Coordinate with internal departments to ensure accurate and timely information flow related to graduation ceremony participation.
- Provide on-site support during the ceremony, including distributing name cards and assisting with student line-up and participation flow.
- Supports the integrity of the graduation process and contributes to a smooth and positive ceremony experience.

Graduation Website and Academic Calendar update
- Ensure the information related to GR graduation on the Graduation webpages and on the Academic Calendar is up to date;





Academic Record Services

- Provide backup support for the following areas for vacation coverage and peak services periods:
- Official transcripts ordering, manage the [email protected] inbox, responding to phone calls and helpdesk tickets.
- Provide timely and accurate service for transcript orders or external credential evaluations.
- Prepare and print degree parchments for each academic term, ensuring accuracy and secure handling.
- Coordinate fulfillment, including secure mailing or student pickup notifications, maintaining chain-of-custody and institutional compliance.
- Verify student records to support the preparation of official documentation, such as graduation letters, status confirmations, and internal reporting, by ensuring eligibility and compliance with academic requirements.

Team and Departmental Contribution

- Participate as a member of the Office of the Registrar to achieve departmental and institutional goals.
- Support inter-departmental initiatives and continuous service improvements.
- Promote effective communication and collaboration with faculty advisors, and administrative units.
- Contribute to efficient operations and enhanced student support

Key Interactions

Internal: Admissions, Admissions Data Services, Academic Advisors, Faculty, Directors and Deans; Service Hub; Office of Graduate Studies; IT; Calling and Career Development, Academic Records, Transfer credits, Student Finances

External: External credential evaluators

Reports: Not Applicable

Reports to: Associate Registrar

Job Standards and Requirements

Education: Minimum bachelor’s degree; TWU educational experience preferred.

Experience

- Experience in managing complex and large volume data
- Experience in higher education and working with students from diverse backgrounds and cultures
- 3-5 years required in office settings which includes administrative responsibilities.

Knowledge and Skills:

- Knowledge of the different types of Canadian and international post-secondary curriculum and graduation requirements
- Understanding of the current higher-education landscape and strategic enrollment concepts is an asset.
- Skilled communicator, especially in written communication with students, staff, faculty, university administrators, lawyers, and officials from external organizations.
- Skilled in the use of computers and familiar in the use of various software programs, especially the Microsoft Office suite of programs.
- Superior attention to detail
- Skilled in the use of database and spreadsheets, and in computations.
- Demonstrated strong organizational skills.
- Able to manage multiple projects with competing deadlines.
- Able to prioritize and operate efficiently within a policy-based and service-based workplace.
- A self-starter who thrives in an workplace with little day-to-day instruction.
- Able to work courteously and in an error-free manner under pressure.




- Able to respect the confidentiality and privacy of student records.
- Able to communicate professionally and sensitively with various audiences including students, parents, faculty members and senior administration.
- Able to act as a team player and put aside personal preferences in order to seek the common good for customers, students and colleagues.

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.

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.
- Subsidized meals at the main cafeteria.
- Discounts and perks for the on-site Trinity Western Outfitters Campus Store and coffee shops, 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 People & Culture.

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

📌 Graduation Specialist (Langley Township)
🏢 Trinity Western University
📍 Langley Township