Registration & Convocation Specialist (App.D/Temp. Assignment: Sept. 2026 - May 2027)

MOHAWK COLLEGE OF APPLIED ARTS & TECHNOLOGY; Hamilton; Hybrid; CAD 47,000 - 50,000; Full time

Benefits offered by this job

Hybrid work arrangements

Job summary

Mohawk College in Hamilton is hiring a Registration Convocation Specialist for a temporary assignment from September 2026 to May 2027, offering hybrid work arrangements. You will ensure all postsecondary, continuing education, and apprenticeship records and registrations are processed accurately and promptly.

As the subject matter expert, you will advise students and staff, maintain academic records, produce transcripts, clear graduations, and support convocation ceremonies across campuses and

Qualifications

• Minimum 2-year post-secondary education in General Business or Office Administration.
• 3 years of experience with databases and student information systems.
• Office environment experience with problem solving.
• Ability to work independently and in a team.
• Ability to meet time-sensitive deadlines with high attention to detail.
• Strong communication with diverse students and staff.
• Project management experience.
• Commitment to human rights, equity, diversity, inclusion and accessibility.

Responsibilities

• Assist and advise students and staff with registration systems across campuses.
• Process manual registrations and status changes; resolve errors and inquiries.
• Maintain student records and generate transcripts; support graduation processing.
• Support convocation planning and ceremony logistics.
• Provide graduate eligibility reports to Program Managers and Associate Deans.
• Navigate FAST Suite and MyMohawk for records maintenance and workflow.
• Handle external transcript requests and related fee processing.
• Create New Course Information documents and ensure data accuracy.

Skills

Strong communication

Problem solving

Independent & team work

Project management

Time management

Equity, diversity, inclusion

Education

2-year post-secondary in General Business/Office Admin

Tools

Banner

FAST Suite

MyMohawk

Job description

Status: Appendix D/Temporary Assignment (September 2026 – May 2027)

Hours: Monday – Friday, 35 hours/week

Home Campus: Fennell (hybrid work arrangements available)

Rate of Pay: Payband G (Start Rate: $34.60 per hour, plus 8% in lieu of vacation and benefits)

Vacancy Status: 1 vacancy available

Posting Date: August 26th, 2026

Closing Date: September 1st, 2026 at 7:00 pm EST

We believe the rich diversity among our students and the communities we serve should be reflected within our workforce. As educators, we believe it is important to act and show leadership in advancing the principles of reconciliation, equity, diversity, and inclusion in our community.

The Registration Convocation Specialist is responsible for ensuring all Postsecondary, Continuing Education (including microcredentials), and Apprenticeship records and registration processes are completed accurately and promptly. As the subject matter expert, the incumbent is responsible for advising and assisting students and academic staff with all registration related items, maintaining academic student records to track student progress, producing transcripts and clearing students for graduation and sequential processing of all details related to convocation of Postsecondary, Continuing Education (including microcredentials) and Apprenticeship students and administering details required to plan and support to execute Convocation ceremonies.

What you’ll be doing:

Registration

• Assists and advises students and staff, at all campuses, with registration systems and processes.
• Processes all registrations requiring manual intervention, including late registrations and dual credit students; investigates and reconciles web registration errors; verifies students have necessary prerequisite courses; and withdraws students where grades have to be amended. Coordinates and processes manual registrations and status changes for students studying with partnership institutions.
• Investigates and reconciles errors/problems with student registration and student account records including making necessary adjustments.
• Processes registrations for sponsored students including creating a contract for the sponsoring agency, attaching the student to the contract and transferring fees to the contract.
• Provides information related to Prior Learning Assessments and Recognition (PLAR) applications as requested.
• Updates and maintains student records (i.e. withdrawals, transfers, deceased students, and ensures that their refunds/fees have been accurately assessed).
• Creates a new CRN if an additional section of a course is being offered.
• Contacts and informs students on the new CRN number and the registration process.
• Advises Program Managers on Continuing Education registration systems and processes, related to getting new course offerings into the registration system after the initial upload each term.
• Reviews New Course Information (NCIs) for accuracy and completeness, contacting staff for clarification and missing information and then enters the information in the Banner system.
• Troubleshoots records, registration and financial problems with Banner and assists all students with web registration, investigating discrepancies from the student self-registering system. Ensures only eligible students are registered for the restricted courses.
• Ensures that all supplies and required forms are available for each registration period. Modifies and updates forms as required (i.e. Grade Change, Incomplete forms, etc.).

Convocation

• Sequential processing of all details related to convocation of all students and administering details required to plan and execute Convocation processes and ceremonies in the Winter, Spring and Fall.
• Checks all application forms from graduating classes and late grads for accuracy and completeness.
• Providing all Program Managers and Associate Deans receive Graduate Eligibility reports to prepare their lists of eligible graduates and honours graduates.
• Prepares and issues instructions for potential graduates and issues tickets for admittance to the ceremony for all cleared graduates.
• Verifies classes which may have eligible graduates, updates and maintains the Graduate databases to reflect the programs and students graduating. The incumbent uses this information to prepare the convocation program booklets, name cards and numbers for the ceremony, generating diplomas and certificates, ensuring the grad status is updated on student records, and uploading digital credentials to the online digital wallet (i.e. MyCreds).
• Ensures appropriate numbers of seals, forms, supplies, signs, numbers, etc. are ordered, prepared and ready for convocation ceremonies.
• Ensures that all diplomas, certificates, degrees, microcredentials, and acknowledgements are printed accurately and professionally, and placed in the order of ceremonies and proceedings.
• Reconciles an error report of all graduates and potential graduates prior to updating their permanent student record.
• Prepares Continuing Education certificates when students complete program requirements throughout the year ensuring that student records accurately reflect graduation status.
• Handles the nuances required to process the graduation of students in partnership programs.
• Creates congratulatory letters (i.e. Presidents’ Honours letters, College medal recipients, etc.).
• Assists with logistics of the ceremonies including, booklets, coordinating supplies, etc.
• Handles issues as they arise prior to, and during, the convocation ceremonies.

Student Records

• Maintains academic student records to track student progress, produces transcripts and clears students for graduation.
• Processes grade changes and incomplete profiles (for both active and historical grades) and exemptions, including creation of new course numbers (CRNs) for the exemption purposes, and ensuring validity of data and that all necessary approvals have been obtained.
• Coordinates the replication of the College’s online grading process for courses taught at partnership institutions and ensuring the integrity of the data received.
• Reconciles reporting of “added” students on approved grade reports and ensures that grades are appropriately loaded in student records promptly.
• Completes the daily time-sensitive manual roll process of all student grades and GPA calculations into academic history.
• Verifies Deans Honours letter recipients’ reports are accurate and submits letters to academic areas.
• Routinely reconciles grading and registration anomalies from prerequisite, enrolment, incomplete and grade reports.
• Responds to inquiries on records’ matters (exemptions, registration, transcripts, convocation) as the subject matter expert.
• Provides support to students, academic and service staff with navigation, functionality and maintenance of FAST Suite and MyMohawk, electronic grading and the online exemption tool.
• Determines enhancements required with web tailoring of registration screens and information for continuous improvement in student instructions.
• Provides back‑up support for producing transcripts and grade reports in addition to investigating problems when required.
• Processes external requests (i.e. lawyer letters, Services Canada, etc.) for transcripts and additional information related to a student’s studies at Mohawk College. Requests fee for service, when appropriate, and monitors the internal processing of documents requested.
• Manually enters New Course Information (NCI) documents during each registration period, after the initial upload has been entered. Using knowledge gained from past experience, determines if information is complete and accurate.

Other duties as assigned.

What you’ll bring to the role:

• Minimum 2-year post-secondary education in General Business, Office Administration or related field; or equivalent combination of education and experience.
• 3 years of experience working with databases and student information systems, preferably with Banner, or any relational database in a post-secondary education.
• Experience working in an office environment with demonstrated problem solving skills.
• Experience working in a time sensitive deadline driven environment with an elevated attention to detail.
• Ability to work independently and in a team environment.
• Experience working in a role with diverse responsibilities and knowledge base.
• Project management experience.
• Demonstrated commitment and understanding of human rights, equity, diversity, inclusion, and accessibility.
• The ability to communicate and work effectively with diverse students, employees, and communities.

What we offer:

• Opportunity to gain experience and build relationships at a Hamilton/Niagara Top Employer.
• Access to professional development opportunities.
• Option to enroll in Defined Benefit pension plan (CAAT) with contributions matched by Mohawk College.
• Discounted rate for full-service athletic facility and instructor‑led classes.
• Opportunities to engage in wellness events and activities.

To find out more about working at Mohawk College, including our Employee Value Proposition, please visit https://www.mohawkcollege.ca/about-mohawk/careers-at-mohawk

We are committed to reconciliation and nurturing an inclusive, diverse, equitable, and accessible (IDEA) environment for everyone who learns and works at Mohawk College. We welcome applications from racialized persons, women, Indigenous people, persons with disabilities, 2SLGBTQIA+ persons, and others who may contribute to the further diversification of ideas.

The College is committed to fostering inclusive and barrier‑free recruitment and selection processes. If you require accommodation during any stage of the recruitment process, please contact Human Resources.

To learn more about Mohawk College’s commitments, please visit the Mohawk College strategic plan webpage: https://www.strategicplan.mohawkcollege.ca/