University Registrar

Job Purpose

Reporting to the DVC Academic and Student Affairs, this position, in collaboration with academic departments, is responsible for student records, management of academic processes including admission procedures and coordination of graduation, and ensuring compliance with related academic policies. The position is a member of the university senior staff and has administrative functions related but not limited to academic administration, management decision making and oversight of university academic operations.

Responsibilities and Accountabilities

• Managing the academic Registry: Maintains accurate and up-to-date records of students’ personal information, academic achievements, course registrations, and academic progress. Oversees production of timely and accurate statistics, class rosters, grades, certifications and other reports to inform university decision making, help students plan their academic journeys and support the governance bodies and regulators of university education assess compliance with policies and regulations. The Registrar is the custodian of the University’s academic records.
• Admission, registration and on-boarding of students: The Registrar oversee the admission and registration process, assists students in course selection and the process of registering courses in the system, verifies prerequisites for admission into programs and for registering for specific courses, and coordinates with academic departments to ensure course availability and efficient scheduling. This role is critical for smooth semester and academic year transitions and timely completion of courses.
• Ensuring integrity of Academic Transcripts and Graduation records: The ensures credibility of official transcripts, allocates grades and degree classifications according to policy, and produces the final graduation list for Senate approval and sealing by the Council. The Registrar is a core member of the graduation team, coordinating graduation requirements and verifying that students meet all criteria to appear in the graduation list.
• Student Experience: The registrar’s office handles enquiries and complaints by students on their academic records. The Registrar demonstrates the University's commitment to deliver excellent students’ experience by handling enquiries and complaints professionally and in a timely manner through the timeliness and accuracy of the transcripts, certificate verification and general appropriate and timely communication with students and alumni on their enquiries.
• Participation in university administration – the Registrar is a member of the University Management Board and the Senate where he/she provides student data for decision making as well as participating in management and academic decisions for the university. As part of the coordination and planning of academic processes, the registrar is involved in academic calendar development and monitoring with oversight from the DVC Academic and Student Affairs.
• Examination Management: The Registrar is involved in safeguarding examination integrity by overseeing the overall examination administration in the university including dealing with student petitions, addressing remark requests and seeing to it that procedures that guide on grievances are implemented as required.
• Academic Quality Assurance: Improve the quality of academic processes by monitoring the teaching and learning methodologies and facilitating academic staff training and development. This includes coordinating reviews and development of academic policies, regulations and guidelines as may from time to time be directed by the Academic Council.

Qualifications

Minimum Qualifications

• An earned PhD from an accredited university
• Experience in academic administration and university processes and procedures
• Demonstrated academic leadership in an institution of higher education
• Education background/practice will be an added advantage
• 10 years relevant management experience in higher education
• An understanding of social entrepreneurship in model of running academic institutions