Description
The Convocation and Office Operations Team in the Office of the Registrar is currently seeking a Full-time Temporary Relief Graduation and Convocation Officer for approximately 6 months.
Reporting to the Manager, Convocation and Office Operations, the Convocation Officer provides essential logistical and administrative support for the planning and delivery of the University of Calgary¿s 14 annual graduation ceremonies for approximately 9,000 graduates. This position is responsible for supporting all aspects of event logistics, coordination, and evaluation, as well as providing administrative support related to students and staff in the Office of the Registrar.
This position is located on UCalgary¿s Main Campus. Work is of varying complexity, with peak periods and short timelines for completion. This position works Monday to Friday from 8:30 am ¿ 4:30 pm; however, on occasion, there will be the need to work outside of regular hours (especially during convocation ceremonies). During peak times, the Convocation Officer¿s schedule is subject to change in order to accommodate these demands.
Summary of Key Responsibilities (job functions include but are not limited to):
Event Planning and Coordination
- Collaborate with the campus community to plan and communicate event logistics, including venue selection, catering, rentals, amenities, and volunteer coordination.
- Operate and maintain the Convocation Better Impact online account to recruit and schedule volunteers, ensure adequate coverage for all roles, and generate event reports.
- Create and maintain volunteer position descriptions, organize training sessions, troubleshoot basic system issues, and maintain volunteer records.
- Communicate with faculties and campus partners to engage volunteers and communicate relevant information.
- Ensure volunteers are informed, well-prepared, properly trained and supported, and that their contributions are recognized.
- Write event plans and briefs with measurable objectives and key messages.
- Help organize group event planning meetings, take notes and follow up on relevant action items.
- Liaise with event venue staff and vendors from initial planning stages to event day set-up and take-down.
- Ensure all approvals are received and contracts properly executed in advance of each event.
- Create schedules and participate in developing and tracking signage and printed materials as required.
- Work closely with Awards team and student recipients on logistical aspects of ceremony attendance.
- Ensure contacts lists, maps, volunteer packages and safety plans are updated and distributed appropriately.
- Participate in and direct on-site setup; identify and resolve last-minute problems promptly and professionally.
- Ensure event adheres to schedule, runs smoothly, and deliverables are met.
- Develop, maintain and model positive working relationships with students, faculty and staff to ensure event success.
- Organize and participate in debrief meetings and information sharing with key stakeholders.
- Evaluate and report effectiveness of event, providing recommendations for improvement as well as possible solutions for any issues or concerns.
Administrative Support
- Respond to student inquiries.
- Maintain and update student records related to graduation.
- Work with Convocation Manager and Advisor to organize and execute student and faculty aspects of convocation.
- Prepare and issue materials and documents for graduating students, and maintain the security and accuracy of these.
- Regularly review and report necessary revisions to university convocation webpages.
- Ensure that student graduation applications are processed appropriately and accurately within established deadlines.
- Coordinate volunteers supporting administrative duties to ensure tasks are handled efficiently, accurately and confidentially.
- Stay informed about relevant institutional policies, and interpret and apply correctly to graduation inquiries.
- Ensure accuracy and integrity of the academic record through resolving data issues and reporting errors.
- Contribute to and proofread the convocation program and other official graduation records.
- Participate in training new staff and maintaining user documentation.
- Assist in parchment distribution.
- Contribute to the verification and validation of credentials (e.g. parchments).
Financials and Reporting
- Review quotes and expenditures, and work within established budgets.
- Audit, process and file invoices, payments, honoraria and other expenses.
- Work with the Manager, Convocation and Office Operations to adhere to budget commitments and investigate invoice discrepancies.
- Work with the Manager, Convocation, to review inventory and help identify spending needs.
- Contribute to financial and event-related reports and provide regular updates to the Manager, Convocation, to support informed decision-making.
Qualifications / Requirements:
- Completion of an undergraduate degree, certificate or diploma in event management, public relations, business, strategic management or project management.
- A minimum of three years directly related experience in a post-secondary office successfully coordinating/supporting office operations or ongoing annual programs and/or projects.
- Strong command of essential computer skills, including Microsoft Office (Word, Excel, Outlook) and database management.
- Demonstrated ability to plan and execute complex events and meet tight timelines while fostering positive relationships with partners and stakeholders.
- Excellent customer service and interpersonal skills; demonstrated experience working collaboratively in decision-making processes.
- Proven ability to review, recommend and implement changes to workflow, procedures and schedules with little or no direction in a complex environment with multiple projects and competing deadlines.
- Exceptional ability to communicate effectively, delivering clear and concise written and verbal communications.
- Ability to swiftly understand and navigate unfamiliar tasks or challenges, displaying a proactive and resourceful approach to learning and problem-solving.
- Demonstrated strength applying tools and technology to enhance event planning, implementation and operational productivity.
- Exemplary poise, tact, and the ability to work in a confidential setting and navigate sensitive situations diplomatically.
- Ability to work both independently and as part of a team with minimal supervision, creativity, and superior attention to detail in all tasks and deliverables.
- Demonstrated knowledge and understanding of student information systems and reporting tools, PeopleSoft experience is an asset.
- Commitment to supporting and celebrating student success.
- Experience working with and monitoring budgets is an asset.
- The position is a hands-on tactical role that requires the ability to balance multiple priorities simultaneously.
Application Deadline: August 19, 2025
We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.
This position is part of the AUPE bargaining unit, and falls under the Specialist/Advisor Job Family, Phase 2.
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 entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.
The University of Calgary has launched an institution-wide Indigenous Strategy committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.
As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Institutional Commitments (equity@ucalgary.ca) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca).
Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.
We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.
