Admissions and Records Associate, Registrar's Office at Aga Khan University Hospital

Job Purpose/Summary 

Under the direction of the Assistant Registrar, Kenya, the Admissions and Records Associate will perform a variety of specialized duties related to the admissions and registration processes; assist in compiling entity-based student data; play lead role in admissions and records, and provide reports on registration matters to achieve and maintain the University’s academic standards and quality assurance.

Key Roles and Responsibilities 

• Coordinate and work with relevant teams such as Strategic Communications and Academic Units to ensure that priority advertisement materials are prepared and disseminated to facilitate application to programmes on offer.
• Assist in planning, organizing, and conducting the admissions and registration processes, including selection interviews.
• Conduct verification of applicants’ academic and professional qualifications.
• In coordination with the Assistant Registrar, Systems, set up academic terms for applications and update appropriate course listings for student enrolment.
• Coordinate, organise, and implement the academic standing process and present grade reports to facilitate decision-making by academic committees for student progression, probation, rustication, or dismissal status each term.
• Assist evaluators in the review, evaluation, and maintenance of academic records and transcripts.
• Assist in determining if courses from other institutions meet requirements for credit transfer according to existing policies.
• Process term withdrawals, deferred admissions, petitions, and work with academic heads to ensure students meet the requirements for continuity of studies.
• Assist in generation of reports for the Registrar.
• Assist with the planning and organizing of student’s graduation.
• Disseminate appropriate materials and information to students and staff as requested from time to time.
• Draft mandated letters, schedule and coordinate large mailings to students.
• Participation in programme committees related to admissions, records, academic progression, graduation, awards, orientation, etc.
• Ensure that the Assistant Registrar is updated on all matters regarding the functions of the Registrar’s Office at the academic unit level.
• Explain and interpret policies and procedures related to registration, records, and student academic standing.

Relevant Skills, Qualifications and Experience

• Must possess a university degree from a recognized post-secondary institution.
• Minimum 3 years of experience within a university environment, preferably in academic administration.
• Experience in academic record management.
• Excellent communication skills, written and verbal.
• Significant experience working with the suite of Microsoft software.
• Experience working with an ERP database, preferred.
• Excellent organizational and problem-solving skills, demonstrated through the ability to work independently and with multiple deadlines.