REGISTRAR (REGISTRAR'S OFFICE)

Job Overview :

The University of Cyberjaya is seeking a highly collaborative, forward-thinking, and enthusiastic senior administrative officer to serve as its next Registrar. The Registrar is responsible for the oversight and management of student admissions, student records, academic scheduling, examination, student life, student visa renewals, graduations, key committee secretariat and compliance with university policies and governmental regulations. This position plays a pivotal role in supporting the academic mission by ensuring the integrity, accuracy, and security of student academic records. The Registrar must be a visionary leader who can adapt to the evolving needs of higher education and effectively leverage technology to improve services and operational efficiency.

This position reports to the Vice-Chancellor and Chief Executive.

KEY RESPONSIBILITIES

1.      Admission: Manage the admission process for all students, ensuring efficiency and responsiveness. Develop and maintain the academic calendar and schedule of classes. Monitor and manage enrollment capacities to maximise resource utilisation.

2.      Student Records Management: Ensure accuracy, integrity, and confidentiality of records and oversee the maintenance and security of student academic records. Manage student information systems and related technologies. Develop and enforce policies related to the retention and disposal of academic records in compliance with university policies and legal requirements.

3.      Student Support Services: Serve as a key resource for students, faculty, and staff regarding academic policies and procedures relating to area of responsibility. Manage complex student issues related to admissions, records, and academic standing. Ensure all support services including visa renewals for international students are accessible and responsive to student needs. Develop and implement efficient and effective workflows for operational efficiency.

4.      Compliance and Reporting: Ensure compliance with relevant regulations and accreditation standards. Prepare and submit mandatory reports to governmental agencies, accreditation bodies, and senior leadership of the University in a timely manner. Conduct audits to ensure data accuracy and integrity.

5.      Policy Management: Implement and enforce academic policies and procedures as relevant to area of responsibility. Provide expert guidance on policies related to grading, examinations, academic progress, and degree certification. 

6.      Graduations: Supervise the coordination, evaluation, and certification of all graduation applications while overseeing the complete graduation process, including rehearsals and the ceremony.

7.      Data Management and Analysis: Collect, analyse, and report on enrollment and attrition data and trends to support strategic planning and decision-making. 

8.      Stakeholder Relationship Management: Work closely with the senior leadership of the University in managing relationships with diverse stakeholders such as MOHE, MQA, government agencies, sponsoring bodies. etc. Maintain effective communication channels to collaborate with academic and administrative departments to support University objectives and initiatives. 

9.      Student Life: Create and support high quality Student Life experience for all students, comprising activities within Clubs & Societies, Counselling & Wellness, Sports & Recreation, Student Immersion Programs, Co-curricular Learning and Student Development, Student Support, Cultural Exchange, Student Welfare and Incident Support, Careers & Employability, and Scholarship & Financial Aids.

10.   Staff Management: Lead and manage staff across the Registrar’s Office, fostering a collaborative and customer service-oriented environment. Provide professional development opportunities for staff and manage performance evaluations effectively.

11.  Executive services: Provide superior secretariat functions to key committees of the University as assigned by the Vice-Chancellor and Chief Executive. Ensure concise and accurate minutes of meetings with timely follow-up of action items.  

SELECTION CRITERIA

Qualifications / Experience

1. Candidates must have at least a Master’s degree in a related field with more than 10 years of progressive experience in higher education administration, preferably within a Registrar’s Office.

2.The ideal candidate will also demonstrate the following:  

• A bold, energetic leadership style that invites collaboration, encourages teamwork, welcomes diverse perspectives, and values transparency.
• Strong leadership and management skills with a proven ability to lead a diverse team.
• Knowledge of trends, issues, and accepted practices relevant to higher education, student affairs, student leadership development, and student well-being.
• Excellent organisational and problem-solving abilities.
• Proficiency in student information systems and related technologies.
• Strong analytical skills with the ability to use data to inform decisions
• Exceptional written and communication skills.
• Excellent interpersonal skills, with the ability to interact effectively with diverse stakeholders including regulatory agencies.
• Ability to work under pressure with attention to detail and accuracy.
• Ability to handle sensitive and confidential information with discretion.
• A positive attitude and ability to plan and adapt to change.