Role overview
What you'll be stepping into
Assistant Registrar Job at Mbale University College
Mbale University College is seeking a qualified and experienced Assistant Registrar to join its Academic Faculties on a full-time basis. The successful candidate will support academic administration, student admissions and registration, examination processes, academic records management, curriculum coordination, and graduation activities.
The role requires strong administrative, organisational, communication, and record-management skills, together with a good understanding of university academic policies and regulatory requirements.
The Assistant Registrar will support the effective administration of academic processes at Mbale University College. The position involves coordinating admissions and registration, maintaining student records, supporting examination and results processes, coordinating curriculum-related activities, and providing secretarial services to academic bodies.
The successful candidate will also work closely with academic and administrative teams to ensure accurate records, timely academic processes, compliance with institutional policies, and effective support to students and staff.
Key Responsibilities
Admissions and Student Registration
Monitor and coordinate student admissions and registration.
Ensure that all admitted students meet the required academic qualifications.
Verify student registration, course enrolment, class lists, and programme records.
Ensure that only students who have cleared their fees receive examination cards.
Maintain accurate and up-to-date student records.
Academic Administration and Curriculum Coordination
Liaise with Heads of Departments to plan and coordinate curriculum development for programmes and courses offered by the University.
Implement academic policies and procedures approved by the University Council.
Liaise with Faculty Heads regarding teaching staff, student performance, and information relating to academic programmes.
Work with the Dean, Associate Dean, Heads of Departments, Administrative Assistants, central registrars, Quality Assurance, examinations, and ICT teams.
Provide relevant evidence and documentation to support academic decision-making.
Examinations and Results Management
Coordinate the marking of examinations and make arrangements for external examinations.
Maintain a database of student results.
Maintain missing-marks trackers and follow up on outstanding academic records.
Prepare Results Board documentation and Faculty Board extracts.
Track required Alpha sign-offs.
Ensure that academic results are properly reviewed and approved by Senate before release.
Escalate missing marks, unverified results, and incomplete documentation.
Academic Records and Student Support
Maintain complete and secure records relating to each student.
Maintain secure records and appropriate version control.
Provide accurate, confidential, ethical, and timely academic-administration services.
Maintain student query and complaint logs.
Provide guidance on academic processes and procedures.
Track student progression risks, at-risk students, and graduation readiness.
Monitor and address academic records and documentation that may affect student progression or graduation.
Graduation and Academic Bodies
Arrange graduation ceremonies for students.
Provide secretarial services to the College's academic bodies.
Ensure academic documentation and results are properly prepared for consideration by relevant academic committees.
Support the effective functioning of academic governance processes.
Compliance and Professional Conduct
Apply UCU academic policies and relevant NCHE guidelines in academic administration.
Maintain confidentiality, integrity, stewardship, and fairness when handling student records and academic information.
Ensure academic records and processes are accurate, properly documented, and handled ethically.
Escalate academic administration risks and issues requiring management attention.
Other Duties
Perform any other official duties assigned by the Director from time to time.
Be available to work extended hours and weekends when required.
Key Attributes and Competencies
The successful candidate should demonstrate:
Excellent academic administration and organisational skills.
Strong attention to detail and accuracy.
Excellent records-management abilities.
Strong communication and interpersonal skills.
Ability to maintain confidentiality and handle sensitive academic information.
Strong customer-service orientation.
Ability to prepare minutes, management reports, and academic documentation.
Ability to work effectively with academic, administrative, and support teams.
Good ICT and e-Learning skills.
Ability to manage multiple tasks and meet deadlines.
Strong integrity, fairness, stewardship, and professionalism.
Commitment to excellent service for both internal and external clients.
Ability to work extended hours and weekends when required.
Minimum Requirements
Master's degree from a recognised institution of higher learning.
Bachelor's degree from a recognised institution of higher learning.
At least 3 years of work experience performing similar duties in a busy academic office.
Working knowledge of UCU academic policies and NCHE guidelines.
Ability to use ICT and e-Learning resources.
Demonstrated ability to write minutes and management reports.
Demonstrated service to the University and an excellent record of customer satisfaction among internal and external clients.
Must be a committed and practising Christian.
Who Should Apply?
This opportunity is suitable for experienced academic administration professionals with a strong background in student records, admissions, registration, examinations, academic governance, and university administration.
Candidates should have excellent organisational and communication skills and be able to work collaboratively with academic and administrative stakeholders while maintaining confidentiality and high professional standards.
How to apply