Junior Assistant Registrar

Key Responsibilities

1. Academic and Student Administration

• Assist the Registrar in overseeing academic administration, including student enrollment, course registration, and record management.
• Maintain accurate academic records, ensuring compliance with accreditation and institutional policies.
• Coordinate examination invigilation and stationery, transcripts, and certification processes in line with ACM’s academic regulations.
• Support faculty with course scheduling, grading submissions, and academic reporting.
• Handle student inquiries related to admissions, academic records, and graduation requirements, supervising the Admissions Officer.

1. Institutional Compliance and Policy Implementation

• Ensure adherence to of all Administrative procedures to academic policies, accreditation standards, and institutional regulations.
• Assist in preparing reports for Accreditation bodies, Government agencies, and Internal Audits.
• Support the development and implementation of institutional policies and procedures.
• Monitor compliance with student and faculty policies, addressing any breaches as necessary.

1. Administrative Operations and Office Management

• Oversee and manage day-to-day Administrative operations within the Registrar’s Office in collaboration with the Registrar.
• Maintain and update institutional databases, student records, and documentation systems.
• Supervise and support Junior Administrative staff, providing guidance and training as needed.
• Develop and implement administrative processes and workflows to improve efficiency.
• Manage correspondence, official documentation, and reports on behalf of the Registrar’s Office.

1. Event and Meeting Coordination

• Organize and schedule statutory meetings, Academic Board meetings, and faculty assemblies.
• Prepare agendas, take Minutes, and coordinate follow-ups on action items.
• Support the planning and execution of institutional events, student orientations, and graduation ceremonies.
• Manage logistics for Visiting faculty, Guest lecturers, and External stakeholders.

1. Human Resource and Personnel Support

• Assist in recruitment, onboarding, and orientation of new administrative and academic staff.
• Maintain employee and faculty records, ensuring compliance with HR policies.
• Handle confidential personnel information and assist in staff performance reviews.
• Support the Registrar in managing faculty contracts, leave requests, and work schedules.

1. Financial and Procurement Oversight

• Assist the Registrar in budget tracking, processing invoices, and financial reconciliations.
• Oversee procurement activities, including processing purchase orders and coordinating with vendors.
• Maintain financial records related to departmental budgets and institutional purchases.

1. Student and Faculty Engagement

• Serve as a liaison between Students, Faculty, and Administration, ensuring effective communication.
• Address in consultation with the Registrar, student concerns related to academic records, policies, and procedures.
• Provide administrative support for student affairs, scholarships, and disciplinary matters.

1. Special Projects and Institutional Initiatives

• Support the Registrar and Senior leadership in executing strategic projects.
• Assist in the development and implementation of academic and operational improvements.
• Represent the Registrar’s Office in institutional committees and working groups.
• Perform other duties as required to ensure the smooth operation of ACM’s Academic and Administrative functions.

Qualifications & Experience

• Master’s degree in Business Administration, Higher Education Administration, Public Administration, or a related field (Bachelor’s degree with extensive experience may be considered).
• Minimum of 5-7 years of administrative experience, preferably in higher education, with at least 2 years in a supervisory or senior role.
• Strong knowledge of academic administration, institutional policies, and regulatory requirements.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and administrative software.
• Experience managing student records, course registration, and accreditation documentation.
• Strong organizational and multitasking abilities with a high level of attention to detail.
• Excellent verbal and written communication skills.
• Ability to handle confidential information with discretion and professionalism.
• Strong problem-solving and leadership skills, with the ability to work independently and manage a team.
• Experience with financial management, procurement, and budget tracking.