Date Posted: 02/06/2025
Req ID: 41579
Faculty/Division: Vice Provost, Strategic Enrolment Management
Department: Office of Convocation
Campus: St. George (Downtown Toronto)
Position Number: 00035773

Description:

About us:

The University Registrar’s Office (URO) is a central support team that provides institutional leadership on student financial aid & awards, student accounts, client services & records, student systems, learning space management (LSM), and convocation. The URO works with faculties and divisions to support undergraduate and graduate students throughout the student life cycle and is an advocate and service provider for University of Toronto students and tri-campus registrarial services.

The Office of Convocation is responsible for the logistical details of student and guest related elements of the convocation ceremonies at the University of Toronto. This includes over 40 annual ceremonies, 21,000 graduating students and more than 40,000 guests annually. The Office supports convocation ceremonies that respect long-standing traditions and protocols of the University while introducing innovations to enhance the graduating student’s convocation experience. The office is also responsible for the secure year-round reissuing of degrees, diplomas and certificates, as well as the verification of graduation status of University of Toronto alumni.

Your opportunity:

The Production Administrator will work closely with team members to facilitate timely and accurate execution of projects. Under the direction of the Assistant Registrar, Convocation, the incumbent will assist with the coordination of diploma production within strict timelines set out by the senior team. The Production Administrator will conduct regular inventory checks and be responsible for secure storage of the inventory that includes overseeing the delivery of large amounts of stock. During peak convocation seasons, the Production Administrator will work with a team to coordinate various aspects of production and the ceremonies including preparing marshaling cards, proofreading documents, and organizing diplomas for distribution. In addition, the Production Administrator engages in frontline work, distributing diplomas, training casual staff, marshaling students, organizing the academic procession, and preparing documents for shipping. The incumbent coordinates accommodations for students with accessibility needs. The ability to communicate effectively in a friendly and diplomatic manner with a wide variety of people is critical.

The Production Administrator assists with processing degree verification requests. Under the direction of the Assistant Registrar, Convocation, the incumbent controls the printing and release of original diplomas, processes requests for diploma replacements, and produces material for shipping of diplomas. This position works with team members and the incumbentprovides assistance supporting the successful completion of project work - some planned in advanced and some organized suddenly and unpredictably due to organizational demands. This includes preparation, monitoring and execution of project plans, reports, proposals, presentations, spreadsheets, inventory review, coordination of meetings, etc. Working closely with the senior team, the incumbent keeps the team current of all opportunities and challenges and anticipates problems related to diploma and ceremonies production.

Your responsibilities will include:

• Coordinating the schedule for program and event calendars
• Analyzing client needs and making recommendations on event logistics and options
• Determining logistical details and activities for events and/or programming
• Liaising with clients and vendors to resolve minor complaints and address issues
• Conducting post-event evaluation, analysis and recommendations for changes
• Disseminating customer surveys and analyzing survey results
• Collaborating on cost estimates
• Directing the activities of casual staff; and serving as a resource to others by providing (non-supervisory) job-related guidance

Essential Qualifications:

• University Degree or acceptable combination of equivalent experience
• Minimum three (3) years of related project coordination or equivalent experience required, preferably in a higher education setting
• Proven extensive experience working and processing information in a high-volume environment
• Experience printing diplomas in a secure environment or equivalent experience printing secure documents required
• Demonstrated experience in meeting multiple and concurrent deadlines and working in a fast-paced environment
• Accuracy and meticulous attention to detail
• Advanced proficiency with Microsoft 365 (Word, Excel, PowerPoint) and e-mail software applications
• Proven ability to learn new systems and tools quickly
• Excellent interpersonal, customer service, and communication skills with the ability to interact with a wide variety of stakeholders including students in a tactful, polite, professional, and diplomatic way
• Demonstrated excellent organizational skills to independently prioritize own workflow and time management skills to handle multiple deadlines and events occurring within short and overlapping time periods
• Knowledge of ROSI and ROSI Express or other Student Information Systems

Assets (Nonessential):

• Experience with inventory control methods

To be successful in this role you will be:

• Adaptable
• Communicator
• Meticulous
• Multi-tasker
• Organized
• Team player

**Special Note**: Overtime may be required in May, June and October. Must be able to attend convocation ceremonies in June and October, including evening ceremonies in both seasons. Vacation may be limited during peak times including March, May, June and October.

Closing Date: 02/21/2025, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 09 -- $66,715. with an annual step progression to a maximum of $85,319. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial
Recruiter: Fiona Chan

Lived Experience Statement
Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience shall be taken into consideration as applicable to the posted position.