Main purpose of the job
An Assistant Registrar - Academic supports the university registrar in managing student academic records, registration, and graduation processes, ensuring data integrity and policy compliance. Key duties include reviewing student enrolment files, maintaining academic files, coordinating examinations, implementing academic policies, and providing administrative support to faculty and students. The Assistant Registrar – Academic will report to the Academic Registrar.
Main Duties and Responsibilities
1. Admissions:
a. Responsible for ensuring that each student who is admitted into a particular program of study is qualified for admission into that particular program of study. In assessing qualifications to study for a particular diploma or degree program, the Assistant Registrar works directly with the dean of each faculty
b. Maintains admissions files of each student both as hard copies and as electronic copies, and ensures safe custody of all documents
c. Ensures that admission policies are up to date and approved by the University Council
d. Collaborates with the enrolment office in establishing and maintaining processes that lead to increased student enrolments and registrations
e. Reviews, updates, and ensures the efficiency of the registration processes
2. Class Management
a. Oversee the development, coordination, and publication of class and assessment timetables. Ensure optimal allocation of lecture rooms, avoid scheduling conflicts, and accommodate faculty and student needs.
b. Track lecturer and student attendance across all classes, generate periodic reports, and flag irregularities such as low attendance or non-compliance with academic requirements
c. Facilitate smooth implementation of teaching and learning activities, including make-up classes, rescheduled sessions, and special academic events, ensuring minimal disruption to the academic calendar.
d. Monitor adherence to approved timetables and teaching standards. Ensure lecturers conduct scheduled classes as planned and follow institutional guidelines, escalating any irregularities where necessary.
e. Monitor the utilisation of classes and produce reports to inform effective space planning and resource allocation
3. Under-graduate and post-graduate Studies and Regulatory Compliance:
a. Plan and coordinate curriculum development, review and update Programmes in collaboration with faculty deans and their heads of departments.
b. Work with Quality Assurance to ensure that all Programmes are accredited and that there is preparation for submitting Programs for re-accreditation as needed
c. Collaborate with faculty Deans and DVC for Academic and Student Affairs in establishing and advancing the research programmes of the university
d. Carry out training needs assessment of the staff in the Department of the Assistant Registrar and recommend appropriate training.
e. Work closely with the Quality Assurance officers of the university to ensure regulatory compliance of all academic programmes and processes.
f. Develop and maintain a checklist of all necessary academic policies and ensure that they have been reviewed and approved by the University Senate and Council.
g. Maintain a professional relationship with regulators and proactively seek their advice.
h. Implement academic policies and procedures approved by both the University Senate and Council.
i. Serve as Secretary to the Senate and its Committees, and keep a proper record of Senate minutes.
j. Collaborate with the Quality Assurance Director in monitoring and enhancing the quality of all academic processes and functions.
k. Collaborate with the Quality Assurance Director in implementing the University-wide monthly
4. Academic Records Management:
a. Maintains student records, including grades, transcripts, and personal data, ensuring accuracy and security.
5. Registration & Enrolment:
a. Coordinates student registration and course enrolment processes.
6. Graduation & Certification:
a. Processes graduation applications and verifies degree requirements.
b. Oversees the preparation, accuracy, quality, and timely production of the university graduation booklet.
c. Ensures that academic transcripts and certificates are ready on time
d. Ensures successful arrangements for graduation ceremonies of the University.
7. Policy Compliance:
a. Interprets and enforces academic policies, procedures, and regulations to faculty and staff
b. Ensures adherence to academic regulations and statutory education standards for higher education institutions.
8. Administrative Support:
a. Assist with registration, enrolment, and curriculum management, often acting as a liaison between faculty and students.
9. Reporting & Data Analysis:
a. Prepares reports on student enrolment, performance, and academic statistics.
10. Carries out any other duties commensurate with the position as may be assigned from time to time.
Qualifications and Experience
a. Bachelor’s Degree, preferably in Education, or any other related degree.
b. Master’s Degree in Education an advantage.
c. At least 5 (five years working experience, preferably in the education sector. Experience in a Registrar's office or a related administrative role within an educational institution is preferred.
d. Supervisory experience is an advantage.
Competencies and Attributes
a. Strong administrative and organizational skills
b. Excellent communication and customer service skills
c. Strong networking and partnership-building capabilities
d. Detail-oriented
e. Strong Computer literacy skills
f. Appreciation of the education sector in Zambia and within the region, and knowledge of relevant regulations
g. Excellent negotiation, presentation & report writing skills
h. Database management and strong analytical skills
i. Confidentiality and Integrity
j. Project management capabilities
k. Ability to work well with students
l. Strong events management capabilities and management of protocol
m. Ability to develop policies and standard operating procedures
