The Registrar

Applications are hereby invited from suitably qualified candidates for the post of the Registrar.

Interested applicants are requested to note the following information:
Title: Registrar
Cadre: Managerial
Job Status: Full time
Department: Administration
Reports to: The Academic Director
Date Prepared and made public: 14th July, 2020.

Job Profile

The Registrar is the Chief Administrative Officer of the University and is directly responsible to the Academic Director for the day-to-day administrative work of the University. By virtue of the office, he is the Secretary to the University Executive Management.

Purpose, Scope & Dimension of Job

Purpose

The purpose of the post of the Registrar will:

1. Provide leadership and managerial direction across the range of Academic Registry functions to support the Strategic Plan including the identification and monitoring of key performance indicators; staff recruitment and development; budgetary planning and management;

2. Lead on the service planning and development of the University in collaboration with the Academic Director in preparation for the expansion of the University’s students on in collaboration with existing and new communication/recruitment partners;

3. Work pro-actively and collaboratively with teams across the Academic Registry and the wider University’s daily administration to champion continuous improvement and enhancement of academic services.

 

Scope

These essential duties required of the Registrar include detailed knowledge of academic and university policy, higher education ministerial directives and national laws. Additionally, the Registrar serves as the custodian of the students’ academic records and ensures compliance with Ministerial General Directorate of Evaluations and Quality and other reporting compliance requirements.

The Registrar serves as an advisor to students, faculty, director, and administrators regarding operations and policies of the Registrar’s office. The Registrar will be able to identify and resolve problems, and will have a working knowledge of the vision, mission, and goals of the Student Affairs Department, particularly as related to the use of technology that promotes student satisfaction, retention and completion. The Registrar will also maintain a strong understanding of enrolment management and student retention, while staying abreast of current and future trends in higher education.

The Registrar provides proactive and responsive service to constituents and works collaboratively with other sections within the institution including General Administration, Directorate of Academic Affairs, Department of Student Affairs, Marketing and Communication, IT, Human Resource-Finance and Institutional Research.

Additional activities include, but are not limited to, developing and managing in collaboration with the Academic Director, mid-semester/final grading calendar; monitor that all grades are submitted and report status to the Academic Director; develop the Academic Registration Calendar and serve as a UNIABIDJAN Business Intelligence power user to provide statistical analysis to leadership.

 

 

Job Descriptions

 


Supervisory Responsibility

This position supervises full-time administrative support staff, part-time temporary employees, interns and work-study students.
The Registrar coordinates, controls and regulates all activities of administration, Human Resources, Finance & Accounts and other related matters for efficient functioning of the University.

Essential Duties/Major Accountabilities:

A. Operational Duties

1.  Directs, plans, establishes and implements sound operational and organizational plans to support the mission and goals of the University with emphasis on Registrar duties.

2.  Formulates policy recommendations, procedures and processes to improve overall operations. Develop short- and long-range plans.

3.  Performs needs assessment and evaluate effectiveness of current systems, programs and activities.

4.  Creatively researches and use state-of-the-art technology in the delivery of services and programs that meet high customer satisfaction levels with a student growth mindset. Develop and implement related changes or adjustments.

5. Serves on University-wide task forces, committees and meetings. Function as a liaison and resource to University personnel and/or external clients.

6. Attend conferences, workshops and informational development seminars. Keep abreast of current trends and practices of assigned area.

7. Performs financial management function. Develop, direct, plan and oversee the office budget preparation process. Oversee, review, monitor and approve revenues and expenditures. Monitor compliance with University policy and possible contractual agreements.

8. Performs personnel management while establishing organizational plans to meet operational missions and objectives, analysing staffing needs and targets.

9. Directs and oversees selection, on-boarding, training and evaluation of personnel.

10. Ensures internal practices are in compliance with University practices and any applicable government regulations.

11. Evaluates progress of work in department. Institute changes to achieve operational efficiency. Maximize productivity with available human and other resources.

B. Registrar

1. Serves as the custodian of the records for students and ensure compliance with the Ministry of Higher Learning and Scientific Research and other regulatory bodies (i.e. Departments of the MESRS).

2. Processes graduation audits and evaluations of student records to ensure that general education and specific program requirements are completed before conferring degrees, certificates, and diplomas; review and make decisions about student records when conflicts arise.

3. Monitors all enrolment activities in partnership with other departments.

4. Works with the Office of the Academic Director to plan and coordinate the commencement ceremony; issues diplomas and certificates after a final graduation audit.

5. Maintains Web site updates related to records, calendar, grades, transcripts and graduation.

6. Hears and resolve in collaboration with the Academic Director, appeals regarding graduation issues, grade changes, academic probations and dismissals, grade point averages, course equivalencies, transfer credit, and credit from foreign institutions.

7. Provides and presents reliable information to faculty and academic director regarding grades, incompletes, articulation, degrees and certificates, advising issues, publications, and transfer of courses.

8. Implements and conducts training for technology services, including the degree audit module. Maximizes the functionality of the degree audit module by identifying individual/groups of students that may be close to or exceed graduation requirements to increase graduation rates.

9. Works collaboratively with Administrators, Director, members of Student Affairs, Academic Affairs, Communication Department and Information Technology Services (ITS) to implement and maintain record retention strategies, enrolment management, operational planning and statistical reporting.

10. Develops document imaging processes and flowcharts for student records, to include but not limited to, external transcripts, graduation audits, grade changes, and address changes.

11. Works with the Academic Affairs division to monitor student absences and develop a proactive system of informing students who are not attending classes or are making unsatisfactory progress about counselling and tutoring services.

12. Monitors and implements with a student growth mindset, the academic status and progress of students placed on academic probation and/or academic dismissal and re-enrol students and/or chair a Re-Admission Review Board.

13. Provides statistical analysis of student traffic, student trends, student success rates, and forecasts future technologies and improvements to satisfy student needs.

14. Serves as a resource person and recommend solutions to specific records related problems for administrators and offices across campus.

C. Management information

Oversees the provision of management information in relation to student numbers to facilitate effective planning for growth and the monitoring of data relating to admissions, progression and attainment (including recruitment trends and patterns, recruitment forecasts and retention forecasts);

Determines, in consultation with the Academic Director and the Administrators, the target numbers by school and programme to meet the University’s plans for growth 2020-25;

D. Operational

1. Manages in collaboration with the Academic Director the day-to-day operation of the registry to ensure effective: – processing of student applications, offers, fee status assessments, admissions, registration, leaves of absence and withdrawals; and secure processing of results and conferment information along with the notification of final award results and the provision of accurate transcripts; – organisation of the College’s graduation ceremony (currently one per year but expected to increase as student numbers grow);

2. Provides high level, expert advice in relation to relevant aspects of the work of the Academic Registry, for example, in relation to complex student cases;

3. Chairs meetings of the Academic Board for Concessions and Discipline which considers all student matters relating to admission, progression, examination, appeals and academic offences;

4. Manages the process for student complaints and appeals to agreed timescales, as required;

5. Chairs meetings of student academic offence panels to agreed timescales.

E. Communication

1. Oversees the production, maintenance and accuracy of Academic Registry areas of the University’s website;

2. Ensures effective communication between the Academic Directorate, the, University’s Administrators and operational and support functions including Human Resources, Finance, Information Technology, Facility Management Services. Ensures that the University policies are communicated to and complied with by all members of the University.

F. Others

1. Keeps abreast of legislative changes and provides brochures and updates to faculty and staff.

2. Provides effective leadership and management to the organizational area and to the institution in academic policy, enrolment services, project management, and the responsibilities assigned to the operational unit.

3. Other duties as assigned by the University’s Administrators

Minimum Required Knowledge, Skills, and Abilities:

1. Qualification: Master’s degree in Management, Sciences, Arts, Student Services, Educational Administration or a related area in an anglophone environment.

2. Three (3) years’ progressive experience in post-secondary education related to the administration of student records and two years of demonstrated leadership and supervisory responsibility; Or, a combination of 5 years of progressively more responsible experience which includes responsibilities at a senior individual contributor level and the interpretation and evaluation of student records in a post-secondary institution.

3. Must be able to evaluate and interpret student records, analyse data and keep accurate records, be detailed oriented, and interpret and enforce university policy.

4. Demonstrate a high level of confidentiality.

5. Demonstrate a high commitment to accountability, ethics and integrity.

6. High level of written communication skills, including drafts of university policies, brochures, handbooks, letters to students, summaries of projects, and sections of the university catalogue.

7. High level of verbal communication skills, including daily contact with administrators, directors, faculty members, students, and staff that may require presentations at workshops, judicial hearings, explanations of university policies, and interpretations of student records.

8. Familiarity with university academic courses and programs, general education requirements, faculty contracts.

9. Proven record of successful supervisory experience in a people-oriented environment.

10. Experience using and/or monitoring the accuracy of a degree audit system.

11. The candidate must also have the ability to cope with the dynamics of University Administration in the post-COVID-19 Era. Therefore, preference will be given to candidates with experience in Distance Learning Education.

Method of Application

Candidates should forward their applications, copies of their credentials and detailed Curriculum Vitae to recruitment@uniabidjan.com and put in copy sec.gen@uniabidjan.com, not later than four (4) weeks from the date of this publication.
Applicants are requested to inform two Referees to send Confidential Reports on them directly to the same e-mail addresses.

Note:

Only the applications of shortlisted candidates will be acknowledged.
The University Management reserves the right to extend the closing date if deemed necessary, and/or re-advertise the position should this particular process not yield the desired results.
This advertisement does not impose any legal obligation on the University of Abidjan to invite, accept or deal in whatsoever manner with any applicant.