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

- 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
- 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 effective operations and enhanced student support

Key Interactions

Internal: Admissions, Admissions Data Services, Academic Advisors, Faculty, Directors and Deans; Service Hub; Office of Graduate

📌 Graduation Specialist (Canada)
🏢 Trinity Western University
📍 Canada