Deputy Academic Registrar (DAR) job at University of Saint Joseph Mbarara (USJM)

Background information about the job or company (e.g., role context, company overview)

University of Saint Joseph Mbarara (USJM) invites applications from suitably qualified, competent and motivated individuals for various academic, administrative, technical and support staff positions. The available opportunities span different areas of the University, including teaching and research, student affairs, human resource management, academic administration, library services, ICT, estates and facilities, sports, health, records and examinations, and security.

Responsibilities or duties

The Deputy Academic Registrar will support the Academic Registrar in providing effective leadership and administration of the University's academic, student records and examination functions. The successful candidate will assist in ensuring efficient management of admissions, registration, examinations, academic records, student progression, graduation, academic programmes and related administrative services in accordance with University policies, regulations, quality assurance standards and applicable higher education requirements. The Deputy Academic Registrar will contribute to the University's commitment to academic excellence, integrity, efficiency, accountability and student-centred service delivery.

Qualifications or requirements (e.g., education, skills)

Applicants should possess:

• A Master's degree in Education, Education Management, Public Administration, Business Administration, Management, Social Sciences or another relevant discipline from a recognised university,
• A Bachelor's degree in Education, Social Sciences, Management, Public Administration, Business Administration or another relevant discipline,
• Demonstrable experience in one or more of the following areas: admissions, examinations, student records, registration, academic quality assurance, graduation or academic programme administration,
• Knowledge of university academic policies, regulations and procedures,
• Strong knowledge of university academic administration and student records management,
• Excellent organisational and administrative skills,
• Strong leadership and supervisory abilities,
• Excellent written and oral communication skills,
• High levels of integrity, accuracy, confidentiality and professionalism,
• Strong analytical and problem-solving skills,
• Excellent attention to detail, particularly in handling academic records and examination results,
• Ability to work effectively under pressure and meet strict academic deadlines,
• Competence in ICT and academic management information systems,
• Strong interpersonal skills and ability to work collaboratively with students, academic staff and University Management,
• Commitment to student-centred and efficient service delivery,
• Ability to interpret and implement academic policies and regulations fairly and consistently.

Experience needed

At least five (3) years of relevant experience in academic administration, preferably in a university or other recognised higher education institution.

Any other provided details (e.g., benefits, work environment, team info, or additional notes)

Terms of Service: Contract subject to satisfactory and successful completion of six months probationary period.

Salary Scale: USJM-4.2

University of Saint Joseph Mbarara (USJM) is an equal-opportunity employer committed to excellence, integrity, holistic education, student wellbeing and service to society.

• Assist the Academic Registrar in the effective management of the Academic Registrar's Office,
• Coordinate and oversee the implementation of academic administrative policies, procedures and regulations,
• Coordinate student admissions, registration and enrolment processes,
• Ensure accurate and timely maintenance of student academic records,
• Coordinate the preparation and maintenance of student files and academic databases,
• Coordinate examination administration, including examination timetabling, invigilation arrangements, examination materials and results processing,
• Ensure proper custody, security and confidentiality of examination materials and academic records,
• Coordinate the processing, verification and approval of examination results in accordance with University regulations,
• Prepare academic reports and documentation for relevant University committees,
• Support the coordination of academic progression, promotion, retention and completion of students,
• Coordinate the preparation of graduation lists and related graduation processes,
• Support the organisation of graduation ceremonies and ensure proper verification of graduating students,
• Coordinate the issuance and verification of academic transcripts, certificates, letters and other academic documents,
• Support the management of student academic appeals, complaints and related administrative matters,
• Work closely with Faculties, Schools, Departments and academic staff on academic administration matters,
• Support the implementation of approved curricula and academic programmes,
• Maintain accurate records of approved academic programmes, courses, students and academic outcomes,
• Support the development, review and implementation of academic regulations and procedures,
• Participate in curriculum development and review processes as required,
• Work closely with the Directorate of Quality Assurance to ensure compliance with academic standards and quality requirements,
• Support institutional audits, accreditation exercises and academic compliance reviews,
• Coordinate academic calendars, semester schedules and related academic activities,
• Support the Academic Registrar in preparing reports for Senate, Academic Board and other relevant University committees,
• Ensure timely communication of academic decisions, regulations and notices to students and staff,
• Support the implementation and improvement of digital systems for admissions, registration, examinations and student records,
• Monitor the effectiveness and efficiency of academic administrative processes and recommend improvements,
• Ensure that academic records are properly archived and protected against loss, alteration or unauthorised access,
• Provide guidance to students and staff on academic regulations, procedures and administrative requirements,
• Represent the Academic Registrar in meetings and activities when officially delegated,
• Perform any other duties assigned by the Academic Registrar, Vice Chancellor or other competent University authority.

• Strong knowledge of university academic administration and student records management,
• Excellent organisational and administrative skills,
• Strong leadership and supervisory abilities,
• Excellent written and oral communication skills,
• High levels of integrity, accuracy, confidentiality and professionalism,
• Strong analytical and problem-solving skills,
• Excellent attention to detail, particularly in handling academic records and examination results,
• Ability to work effectively under pressure and meet strict academic deadlines,
• Competence in ICT and academic management information systems,
• Strong interpersonal skills and ability to work collaboratively with students, academic staff and University Management,
• Commitment to student-centred and efficient service delivery,
• Ability to interpret and implement academic policies and regulations fairly and consistently.

• A Master's degree in Education, Education Management, Public Administration, Business Administration, Management, Social Sciences or another relevant discipline from a recognised university,
• A Bachelor's degree in Education, Social Sciences, Management, Public Administration, Business Administration or another relevant discipline,
• At least five (3) years of relevant experience in academic administration, preferably in a university or other recognised higher education institution,
• Demonstrable experience in one or more of the following areas: admissions, examinations, student records, registration, academic quality assurance, graduation or academic programme administration,
• Knowledge of university academic policies, regulations and procedures,
• Experience working with student information management systems will be an added advantage.