Job Description

Job Purpose:

The primary objective of this role is to support the Registrar/Manager in managing student academic records and

ensuring full compliance with institutional and regulatory requirements. The Assistant Manager is responsible

for leading institutional reporting functions, including CHEDS, fact sheets, cohort updates, graduation statistics,

and official data submissions, while help overseeing day to day operational workflows within the Registration

Department to ensure accuracy, efficiency, and high standards of service delivery.

Key Responsibilities:

A. Reporting & Data (Core Ownership)

• Supports the Registrar/Manager in the preparation and submission of all institutional reports (CHEDS, Fact Sheets, Degree Awarded Reports, enrollment statistics, cohort tracking, retention and progression data).
• Supports and coordinates the maintenance of cohort updates for all programs and ensures alignment with MoE and accreditation requirements.
• Ensures data accuracy, consistency, and integrity across all reporting platforms.
• Prepares executive level summaries for senior management.

B. Academic Records & Compliance

• Ensures accuracy, security, and confidentiality of student academic records in compliance with university policies and MoE requirements.

• Oversees the recording of transfer credits, advanced standing, comprehensive exams, and academic status updates.
• Ensures student files meet all MoE admission and documentation standards.
• Supports internal and external audits related to student records and reporting.

C. Registration, Graduation & Exams

• Oversees daily registration operations and resolves complex registration and academic record issues.
• Coordinates the preparation of graduation eligibility lists in collaboration with the Registrar.
• Coordinates the construction and publication of the final exam schedule.
• Supports the issuance of diplomas and secure digital credentialing processes.

D. Systems, Automation

• Supports reporting automation initiatives in coordination with IT.
• Oversees the implementation of data standards across SIS, portals, and reporting tools.
• Introduces workflow improvements to enhance efficiency and reduce manual processing.

E. Supervision & Operational Leadership

• Oversees the completion of daily departmental tasks.
• Ensures work accuracy, service quality, and policy compliance.

F. Stakeholder & Sponsor Communication

• Coordinates the preparation of official student data for sponsors and external entities.
• Ensures timely and accurate reporting of sponsored students’ registration, progression, and graduation status.

Performance Criteria:

Student Records Accuracy:

• 99% accuracy – Per Semester.
• Institutional Reporting: 100% on-time submission of CHEDS, Fact Sheets, Cohort Reports – Per Cycle.
• Cohort Updates: Zero material discrepancies – Per Semester.
• Graduation Processing: Degree audits completed within approved timelines – Per Semester.
• Exam Scheduling: Final exam schedule published on time – Per Semester.
• Compliance: Zero major audit findings – Annual.
• Automation: At least 2 process improvements per year – Annual.
• Staff Performance: Tasks completed as scheduled – Weekly.
• Sponsor Reporting: Data shared within agreed timelines – Per Semester.

Preferred Qualifications:

• Education

A minimum of Bachelor’s degree, business administration, Information Technology or a related field.

• Experience

At least 10+ years of experience in higher education institution, preferably within a Registrar’s Office.

Proven experience in institutional reporting, data and cohort management.

Strong experience with Student Information Systems and reporting platforms.

• Competencies

• Advanced data management and reporting skills
  
  • Strong analytical and problem-solving ability
  • High attention to detail and data accuracy
  • Strong supervision skills
  • Excellent written and verbal communication
  • Understanding of academic policies and MoE regulations
  • Ability to handle confidential information with discretion
  • Change management and process improvement mindset
  • Strong coordination and stakeholder engagement skills
  • Demonstrates honesty, integrity, and the highest standards of ethical conduct in all professional activities. • • •Arabic Speaker Only

Disclaimer: The job description provided herein is intended to outline the general nature and scope of the position. It is not exhaustive and may not encompass all activities, duties, or responsibilities required of the employee. The organization reserves the right to modify, supplement, or amend job duties, responsibilities, and activities as needed, with or without prior notice.

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