Registrar

Overview

Key Roles & Responsibilities

• Contribute to the development of the Department's strategy, as well as annual business plans.
• Contribute to the development of the Department's policies and procedures, in line with the overall business objectives of the University, ensuring they promote leading practices and excellence.
• Contribute to the development and management of the Department’s budgets and report back on a timely basis to ensure that divergences are addressed promptly.
• Define, implement and maintain institutional registration and enrollment standards aligned with ZMUAOM and approved academic policies.
• Develop and document registrar policies, procedures, and controls across all Academic partners.
• Monitor AP compliance with academic calendar milestones (e.g. registration, add/drop timelines, withdrawals, examinations, graduation timelines, etc.).
• Review AP enrollment practices to ensure consistency, fairness, transparency and policy compliance.
• Provide guidance and clarification to academic partners, registrars on registration rules and processes.
• Maintain centralized, authoritative academic records and transcripts for all academic partners.
• Ensure integrity, accuracy, and completeness of enrollment, progression, and graduation data in central systems.
• Oversee data validation, reconciliation, and periodic audits of student information and reported data statistics.
• Safeguard confidentiality and security of student records in line with institutional and regulatory requirements.
• Lead regular registrar coordination meetings to align policies, timelines, and resolve operational issues.
• Escalate discrepancies in academic records or enrollment status to relevant academic and governance bodies and track resolution.
• Provide registrar-related data and analysis for institutional reporting, planning, and accreditation, and recommend continuous improvements to systems and workflows.
• Adhere to the University's information security and confidentiality policies and procedures, and report breaches or other security risks accordingly
• Coordinate with other departments to facilitate the accomplishment of tasks and responsibilities, as and when needed.
• Demonstrate a strong commitment and practice to maintaining a safe and healthy work environment
• Perform any other tasks assigned by the Line Manager.
• Provide coaching, guidance and mentoring as required to enhance the internal capabilities of the team and ensure the achievement of established objectives and plans.
• Recommend appropriate training courses as per the pre-determined training needs, evaluate their effectiveness, and monitor their results.
• Carry out performance appraisals for subordinates according to planned schedules and recommend necessary actions as per the applied practices.
• Conduct periodic meetings with subordinates to ensure that priorities are clear and workflow is running smoothly.
• Follow-up on employees' administrative affairs such as vacations, leaves and other administrative and related affairs.

Qualifications & Experience

• Bachelor’s degree in Education Administration, Management Information Systems, Information Technology, Computer Science or related field. Master’s degree preferred.
• Adaptability, proactivity, willingness to take on additional responsibilities; skilled in relationship building and teamwork.