Application Open:
Full-Time
Job Purpose:
Advise on, contribute to the development of, and administer MBZUAI’s registration, scheduling, and academic records processes, and provide accurate advice to students and faculty members on related policies and procedures. Provide high-level administrative support to the Office of the Registrar, ensuring efficient and effective management of office operations.
Key Responsibilities:
Registration Management:
- Oversee the online registration process, acting as the point of contact for student queries, and providing guidance and support when required.
- Manage add/drop requests from students and academic departments, providing guidance and support where necessary, and taking proactive measures to resolve queries and conflicts.
- Support the Registration Officers during student enrolment and graduation.
Scheduling:
- Coordinate production of the class schedule in the student information system (SIS) in consultation with the Associate Registrar.
- Amend student schedules according to approvals by academic supervisors, ensuring compliance with MBZUAI rules.
- Receive and independently address student concerns about scheduling issues, escalating issues to the Associate Registrar when necessary.
Records:
- Administer all e-services and academic forms related to student records.
- Update and maintain electronic student records using Anthology, ensuring accurate data entry, data management, and data reporting in accordance with MBZUAI information security and privacy protocols.
- Address students’ and faculty members’ queries about information and policies related to students’ academic progress.
- Produce transcripts, reports, and letters for students related to their student academic record that comply with MBZUAI policy.
Communications and advice:
- Advise the Associate Registrar on the development and continuous improvement of policies and procedures related to the duties of the Office of the Registrar.
- Provide accurate and timely communications and advice that ensure MBZUAI policies and procedures administered by the Office of the Registrar are known and understood by students and faculty members.
Student liaison:
- Coach students on the University’s policies and procedures relating to registration, attendance, add/drops, and progression, ensuring students fully understand their academic and administrative responsibilities.
- Communicate and correspond with students about issues such as academic status, and requirements to maintain scholarships, ensuring advice and directions reflect MBZUAI policies, and are recorded.
- Receive and respond to student complaints in accordance with MBZUAI policies and procedures, counselling students, advising of processes, and escalating concerns according to procedural requirements.
- Coach students in matters of personal conduct covered by MBZUAI policy, providing guidance, and escalating concerns according to procedural requirements.
Administrative support:
- Ensure smooth running of the Office of the Registrar’s daily operations by developing and maintaining an efficient task tracking system that monitors pending tasks, allocates responsibilities, and ensures requisite tasks are completed in a timely manner to achieve office and MBZUAI goals.
- Greet and receive visitors to the Office of the Registrar in a professional and friendly manner, ensuring appropriate assistance and hospitality is provided, thereby projecting a positive impression of the department and MBZUAI.
- Issue student ID cards and provide high-level administrative support to the Office of the Registrar to ensure daily operations run smoothly and administrative requirements are met.
- Continuously review administrative systems within the Office of the Registrar and recommend well-researched improvements, including smart utilization of IT and AI, to enhance quality of outputs, and create efficiencies.
- Create well-structured, professional communications and documentation by efficiently gathering, compiling, and formatting information, demonstrating excellent written language skills, and using appropriate software and tools.
- Contribute to the planning and execution of special projects and events that require involvement of the Office of the Registrar, ensuring all logistics and details are handled in order to deliver an efficient, successful, and well-organized experience that reflects positively on the Office of the Registrar and MBZUAI.
Other Duties:
- At the direction of the Associate Registrar, execute other duties commensurate with these functional responsibilities.
Academic Qualifications:
- A minimum of a Bachelor’s degree in Business Administration or a related field. A postgraduate degree in a related field will be preferred.
Professional Experience:
Essential
- At least five years’ experience working in a customer-facing administrative position.
- At least two years’ experience working in a higher education organization in an administrative role.
- Experience interpreting, complying with, and advising on complex organization or regulatory policies.
- Experience administering academic databases in adherence with organization security and privacy protocols.
- Strong written communication skills.
- Proficiency in Microsoft Office and Outlook.
- Excellent people skills with the ability to gain and maintain trust.
- Evidence of strong organization and time management skills.
- Demonstrable project management skills.
- Ability to prioritize tasks and handle multiple assignments simultaneously.
- Attention to detail with the ability to produce high-quality work under tight deadlines.
- Flexibility and adaptability in a fast-paced, changing environment.
- Demonstrable commitment to customer service excellence.
Preferred
- Arabic language speaker.
- Experience working in the UAE.
