Colleague Specialist and Graduation Coordinator

Department: Enrolment Services
Position covered by the Collective Agreement with USW Local 4120

Temporary full-time from 01/05/2026 to 12/23/2026 
Temporary Absence of the Regular Incumbent 

If you are a current employee of the University of Guelph you must apply on the internal Career Page in order to be considered as an internal applicant. 
Career Opportunities (sapsf.com) 

General Purpose

Working on a team with another Graduation Coordinator & Colleague Specialist and reporting to the Assistant Registrar, Enrolment & Graduation, this position is responsible for the accurate interpretation, creation, and maintenance of all of the undergraduate, Guelph-Humber and associate diploma academic program and course information housed on the University’s student information system (Colleague).  This requires specialized knowledge to build complex and accurate degree audits, in addition to course prerequisite and restrictions rules used as enrolment management tools to ensure appropriate student access to course sections. The incumbent will require a comprehensive understanding of University academic policies, procedures and practices as they relate to academic programs, curriculum, enrolment, degree completion and graduation.

Duties and Responsibilities

As a Colleague knowledge expert, they assist with the testing of scheduled upgrades made to the Colleague software package related to all areas of Enrolment Services (ES) operations. The incumbent will also develop training documents related to all ES procedures, act as support for large Colleague processes such as course enrolment, and run semesterly processes to accurately assess and close programs according to policy.  As expert Colleague users, the incumbents are considered the primary resource on degree audit, graduation, and course enrolment procedures and work closely with SIS Analysts to troubleshoot, identify, and solve problems.

As the Graduation Coordinator, the incumbent is accountable for a wide variety of duties and critical responsibilities relating to the processing of over 5,000 graduation and convocation records for the Guelph campus graduate, undergraduate and associate diploma students three times a year (February, June and October). This includes: the application, approval and ceremony selection processes, the printing of the degree parchment on all three campuses, and the standing and academic credential processes for all campuses. The incumbent will play an important role at all Guelph convocation ceremonies and participate in, and contribute to, the convocation events planning meetings chaired by the Associate Director, Ceremonies and Events. In addition, the incumbent will communicate regularly to graduates through mass email and individual email inquiries from students, staff, and faculty regarding the graduation application and convocation processes. 

Requirements

• One year community college program and and three (3) years of experience, or an equivalent combination of education and experience
• Extremely strong analytical and problem-solving skills and the ability to break down complex material into logical, workable components in a comprehensive manner
• A thorough working understanding of how “computer logic” works to be able to effectively work with the Colleague degree audit syntax (computer language used to create degree audit rules and requirements, enrolment restrictions, prerequisites, etc.)
• A through working understanding of all aspects of the colleague modules being used at the University of Guelph, with in-depth knowledge of the academic records, curriculum management, degree audit, registration, graduation, communication, biographic and WebAdvisor/Student Planning modules
• Ability to handle the considerable latitude for independent action and judgement required in the position as well as work as a team
• Exceptional interpersonal skills, including the ability to communicate clearly, calmly, and professionally, with a broad range of university staff, students and parents, while exercising judgement and diplomacy.
• Strong organizational skills and the ability to multi-task and prioritize effectively while managing large volumes of inquiries and tasks of varying complexity.
• Must be able to work well under pressure, with multiple interruptions and strict timelines while maintaining a high quality of work and excellent attention to detail.
• Ability to critically analyse workflow processes and identify problems, recommend changes and implement solutions which provide excellent customer service.
• Sound knowledge of MS Office, including Access, Excel, Word, and Outlook. Ability to use Adobe Acrobat and update website on occasion

Employee Type: Regular 
Position Number: 10439002 
Classification: USW, Local 4120 Salary: Band 5  
USW Local 4120 Wage Grid

At the University of Guelph, fostering a culture of inclusion is an institutional imperative. The University invites and encourages applications from all qualified individuals, including from groups that are traditionally underrepresented in employment, who may contribute to further diversification of our Institution.

Posting Date: 11/14/2025  
Closing Date: 11/21/2025