University Convocation Onsite Regalia Assistant

Position Overview

The University Convocation Onsite Regalia Assistant works alongside the Gaspard Regalia Lead to support the logistics of graduation regalia distribution during University of Lethbridge convocation events.

This is a hands-on role focused on organization, inventory, workflow, and team coordination. Candidates with experience in logistics, warehouse operations, shipping/receiving, inventory, event operations, or team leadership are strongly encouraged to apply.

Assistants who demonstrate strong organization, reliability, and leadership ability may be considered for future Regalia Lead opportunities.

Responsibilities

• Assist with unpacking, staging, organizing, distributing, and returning graduation regalia.
• Organize gowns, hoods, and other regalia by ceremony, category, and location.
• Assist with electronic scanning, inventory tracking, and onsite payments.
• Help coordinate and delegate tasks to gown attendants.
• Support training of gown attendants on setup, distribution, returns, and customer service.
• Help maintain an efficient flow for graduate regalia pickup and return.
• Assist with troubleshooting onsite logistical needs.
• Repack, label, and stage returned regalia for shipment.
• Reset and organize regalia between ceremonies.
• Maintain a clean, organized, and professional work area.
• Communicate professionally with the Regalia Lead, university staff, graduates, faculty, and team members.

Ideal Experience

Experience in one or more of the following areas is preferred:

• Logistics or warehouse operations
• Shipping and receiving
• Inventory or materials management
• Event operations
• Team coordination or delegation
• Supervisory or lead experience
• High-volume retail or customer service

Direct regalia experience is not required. Training is provided.

Requirements

• High school diploma or equivalent.
• Strong organizational and communication skills.
• Comfortable working in a fast-paced event environment.
• Basic computer skills, including Microsoft Word and Outlook.
• Ability to learn scanners, laptops, and payment devices.
• Reliable availability for the October 16–17 University of Lethbridge convocation events.
• Ability to stand, move, organize materials, and assist throughout the event day.

Training & Growth

Hands-on training will cover regalia logistics, inventory, scanning, distribution, returns, equipment, customer service, and team coordination.

Strong performers may be considered for additional training and future Regalia Lead assignments.

Nothing in this job description restricts management's right to assign or reassign duties and responsibilities at any time.