(AMU) REGISTRAR

Job Overview:

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.

In addition, the Registrar serves as the principal officer responsible for academic governance and regulatory integrity of the University, acting as custodian of academic statutes, regulations, Senate decisions, and institutional academic policies. The Registrar shall also contribute to institutional strategic planning, particularly in areas of enrollment growth, international partnerships, academic quality assurance, and governance excellence.

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:

Admission:

• Manage and assess the entry requirements for 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 maximize resource utilization.
• Develop strategic enrolment planning aligned with the University’s growth targets and approved programme capacities.
• Ensure admission policies comply with MOHE, MQA and partner university requirements (where applicable for dual or transnational programmes).

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.
• Establish institutional data governance frameworks and ensure compliance with applicable data protection laws (e.g., PDPA).
• Lead digital transformation initiatives relating to Student Information Systems.

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.
• Oversee governance of academic appeals, academic misconduct cases, and disciplinary processes in accordance with Senate-approved regulations

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.
• Ensuring to adhere with all the regulatory requirements and keep up with the updates on renewal of university license, amendment or update on details of the university to MOHE and related regulatory bodies through their systems, and to communicate effectively with all related regulatory bodies on current university details and update.
• Act as primary liaison with MOHE, MQA, professional bodies, and international quality assurance agencies.
• Lead institutional readiness for audits, accreditation reviews, and programme validation exercises.

Policy Management:

• Implement and enforce academic policies and procedures relevant to area of responsibility.
• Provide expert guidance on policies related to grading, examinations, academic progress, and degree certification.
• Act as custodian of Senate decisions and ensure proper documentation, communication, and implementation of resolutions.

Graduations:

• Supervise the coordination, evaluation, and certification of all graduation applications while overseeing the complete graduation process, including rehearsals and the ceremony.
• Ensure integrity and security of degree audit processes, transcript issuance, and certification controls.
• Oversee conferment processes in accordance with Senate approval and statutory requirements.

Data Management and Analysis:

• Collect, analyze, and report on enrollment and attrition data and trends to support strategic planning and decision-making.
• Provide strategic data analytics to Senate and UMC to inform decisions on programme viability, enrollment targets, and institutional performance

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.
• Support governance of international partnerships, dual-degree arrangements, and transnational education compliance frameworks.

Alumni Support:

• Serving alumni on their request for certification, verification and all related services regarding their previous records in the university including but not limited to liaising with other universities and employment agents to confirm their studies histories.

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.

Executive Services:

• Provide superior secretariat functions to key committees of the University as assigned by the Vice-Chancellor and Chief Executive including but not limited to University Senate, and Board of Governors. Ensure concise and accurate minutes of meetings with timely follow-up of action items.
• Overseeing Library and knowledge resources as support to Academic Faculties on academic requirements for physical, digital and subscription of journals and related.
• Managing and overseeing current franchise programmes (programmes commenced earlier than January 2025) on the admission and enrollment, working closely with the academic faculties on academic progress, endorsement of examination results, issuance of certificates and transcripts, yearly (or whenever required) audit visit to franchise institution, and work closely with Finance on the invoicing for royalty fees.
• As a direct reporting line to Admission and Records Department, Examination Department, Library Department, and International Student Office Department.

Requirements:

• Minimum a Bachelor’s Degree in any field and a Master’s Degree (or equivalent) is an advantage,
• Minimum 3 years’ experience as a Registrar/Assistant Registrar/ Relevant Position in Higher Education Institute,
• At least 5 years of related experience in a managerial role including managing people, in a higher educational institution,
• Familiar with MOHE and MQA requirements
• Strong interpersonal, oral and written communication skills in BM and English,
• Able to work with diverse populations,
• Ability to plan and manage change,
• Literate in IT and financial matters.
• Agile, proactive and able to work independently.
• Meticulous and analytical.