Registrar

Published: 
Thursday, November 10, 2022
Deadline: 
Saturday, December 31, 2022

JOB SUMMARY

The University Registrar has the responsibility and is accountable to the Vice Provost of Academic Affairs, to provide leadership, to plan, organize and manage all activities related to the institutional records, including serving as the institution’s Archivist, the official authorized keeper of critical governance and student records. The Registrar is to assure the sustainability, operability, and veracity of the systems and processes required to achieve the strategic goals and objectives of the Office.

CRITICAL RESPONSIBILITIES

Direct activities of the Office of the University Registrar to facilitate a central and consistent registration operation, ensuring the integrity of the institution’s academic and student record keeping; develop systems that enhance the efficiency and effectiveness of registration services; interpret registration management practices to students, faculty, and other constituencies.

Develop policies and practices for registration management; monitor developments in technology and maintain technological systems to support registration and record-keeping functions; assume leadership in the development, implementation and supervision of student management systems institution-wide. Serve on or chair University committees as appropriate and/or as assigned. Lead the planning and implementation activities for institutional ceremonies, such as the annual Commencement, and formal installation processes.

Work closely with the Deputy Registrar in directing the daily operations of the office including maintenance of student enrollment records and transcripts, organization of registration procedures, evaluating transfer credits, and administering the award of advanced placement credits. Guide and direct the relevant team members in the collection and dissemination of data, providing academic and student data for institutional research, preparing and publishing official enrollment statistics, and other related activities.

Ensure that the processes and systems of the institution’s assessment procedures as managed by the Exams Department conform to the standards and regulations of all external quality assurance agencies and general good practices. 

Direct various personnel functions including, but not limited to, participation in hiring activities, performance appraisals, promotions, transfers and vacation schedules. Perform other related duties incidental to the work described herein.

This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.

Further Responsibilities include (but not are limited to) the following:

1.  To organize and administer the records and all matters pertaining to graduation:

  • Ensuring that all information required assuring the integrity of the Commencement process is appropriately maintained and accurate.
  • Supervising the coordination, evaluation and certification of all applications to graduate.
  • Assuring the accuracy of institutional academic awards.
  • Preparing Certificates for graduating students.

2.  To participate and serve as part of the Academic and Student Affairs teams, leading initiatives as determined by the Vice Provost of Academic Affairs, Internationalization and Online Programmes.

3.  To ensure the conformity of records release procedures with registration policies and legal requirements governing the confidentiality of student records.

4.  To coordinate the compilation of information for reports and surveys; which involves the preparation of reports and surveys reflective of student enrollment and Registrar’s office activities for utilization by administrations outside the institution (e.g. UCJ, PIOJ or STATIN).

5.  To formulate and propose policies related to assigned (and institutional) responsibilities, and once affirmed to implement and ensure conformance; ensuring compliance with established practices and keeping support staff informed of current changes and standards.   Interpret registration policies for students, faculty and staff.

6.  To manage and ensure the maintenance of appropriate, current and relevant student information systems (electronic and redundant) for the institution’s records (eg. Aeorion Student Management System).

COMPETENCIES, SKILLS AND ABILITIES

The position will require-

a)  Excellent Communication Skills

b)  Teamwork Management Resources

c)   Planning and Organizing Resources

d)  Others

  • Excellent interpersonal  skills
  • Ability to exercise initiative and judgment in interpreting policies and procedures, delegating responsibilities and evaluating administrative activities and the performance of subordinates.
  • Ability to establish and maintain effective working relationships with all stakeholders.
  • Apply initiative and judgment to solve customer service and operational challenges with sensitivity, balance, flexibility and timeliness.
  • Effective change management competence.

REQUIREMENTS FOR THE POST

  • A minimum of three (3) year’s managerial experience in Records Management maintenance or related activities at a managerial level.
  • Successful leadership and management track record in a people-oriented environment.
  • A Master’s Degree in Educational Leadership and Administration, Services Management, Business Administration or any related field.

To apply please email jobvacancies@ucc.edu.jm

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