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):

- Maintains and updates student records and information systems, ensuring accuracy, integrity, and compliance with university policies and procedures.
- Works extensively within PeopleSoft and other administrative systems to support records management, reporting, data integrity, and student service delivery.
- Coordinates credential-related services, including parchment production, certified copies, replacement credentials, and digital credential processes.
- Compiles, validates, and maintains records, reports, statistics, graduand lists, and other operational information.
- Investigates and resolves graduation and convocation-related inquiries from students, alumni, faculties, and campus partners.
- Collaborates with faculties and campus partners to investigate discrepancies, exchange information, and support the accuracy and completeness of graduation and convocation records and information.




- Supports student participation in convocation ceremonies, including communications, attendance processes, ceremony-related administration, and accommodation requests.
- Assists with ceremony preparation, delivery, and post-event activities.
- Participates in testing, validation, documentation, and process improvement initiatives related to graduation, convocation, and student service processes.
- Reviews and updates procedures, communications, forms, reference materials, and administrative documentation.
- Contributes to cross-training, business continuity, and shared team responsibilities during peak operational periods.

Qualifications / Requirements :

- Bachelor's degree, diploma, certificate, or an equivalent combination of education and experience in a related field.
- 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.
- Demonstrated experience working with student information systems, enterprise databases, or other complex administrative systems; PeopleSoft experience is preferred.
- 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.




- Demonstrated ability to learn and work effectively within complex systems and technology-enabled environments.
- Demonstrated ability to troubleshoot system, process, and data-related issues, investigate discrepancies, and support effective operational solutions.
- Robust customer service and relationship-management skills, with the ability to provide accurate information and support to students, alumni, faculty, staff, and external stakeholders.
- Excellent written and verbal communication skills.
- Demonstrated problem-solving skills, sound judgment, and the ability to determine appropriate solutions or escalation paths.
- Proven ability to manage multiple priorities and deadlines in a fast-paced environment characterized by cyclical workloads and peak periods.
- Demonstrated ability to work both independently and collaboratively within a team environment.
- Experience participating in testing, validation, documentation, or process improvement activities is considered an asset.
- Experience supporting graduation, convocation, event administration, or large-scale institutional activities is considered an asset.

Application Deadline : August 14, 2026

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 entrepren

📌 Convocation Advisor, Office of The Registrar (Calgary)
🏢 The University of Calgary
📍 Calgary