Registrar, Academic and Students Affairs at Jaramogi Oginga Odinga University of Science and Technology

ASAR/RASA/2/2025

This position is responsible for the coordination and provision of direction for activities of student recruitment enrolment, teaching and learning, examination and certification, programmes and curriculum development as well as management and facilitation of student welfare services. Registrar, Academic and Student Affairs shall report to the Deputy Vice Chancellor, Academic, Student Affairs and Research and shall be responsible for the following:

• Providing custodianship and prudent management of the university academic records;
• Declaring the academic status of each student in line with the statutory guidelines, rules and regulation of the University;
• Ensuring integrity, accuracy and security of academic records,
• Production and issuance of official academic transcripts and original certificates;
• Declaring programmes and programme capacities for student placements and admissions;
• Preparing, publishing and implementing the academic calendar (semester/trimester) schedules;
• Planning, developing and formulating all activities related to the admissions, enrolment records, registration of students, examinations, processing of results and certification;
• Managing of the University's student records and data;
• Planning, recommending, installing, administering and reviewing academic systems in line with University objectives, policies and procedures;
• Ensuring effective coordination and planning of Course units to be taught in accordance with approved University programmes as per the rules and regulations governing the implementation of academic programmes;
• Interpreting and enforcing policies and regulations of the University touching on academic and students matters;
• Developing and managing the departmental budget and procurement plan;
• Investigating, analyzing, resolving and reviewing student disputes related to records, registration, examinations and certification;
• Collaborating with other administrators; deans, faculty, IT expert and counselors to facilitate and improve services to students; registration, teaching, research, examinations, outreach activities and welfare;
• Conducting appraisal of staff within the department of Registrar Academic and Student Affairs;
• Facilitate the planning, development management and Evaluation of academic programmes.
• Facilitate the formulation and provision of policy guidelines to ensure adherence and compliance to standards in provision of education by the university.
• Coordinate the planning administration and processing of both continuous assessment and final examination.
• Conduct stakeholder analysis to inform on market and research needs at curriculum development to therefore meet the human development needs of the country and the region
• Ensure that Senate is adequately advised on the development of academic programmes in conformity with ethical standards, national and international standards and legally recognized professional bodies
• Monitor and supervise class attendance in collaboration with deans of Schools and Chairs of Departments to ensure that course delivery take place.
• Oversee the administration of student’s welfare services through provision of quality accommodation and catering services, coordination of student governance through facilitation of student elections and officials inauguration and training to ensure collaborative and smooth management of the university
• Represent university at various forums to maintain linkages and give the university’s opinion on matters academic
• Coordinate the preparation of the budget for the division.
• Monitor expenditure in the division to ensure that it is in line with approved budget
• Prepare and monitor procurement plan for the division to ensure accurate capturing of the needs of the division in line with the budget allocation
• Communication of policy matters and important decisions made by Senate and Management to all students.
• Conducting annual appraisal of members of staff in the department;
• Undertaking such other responsibilities as shall be assigned by the Vice-Chancellor and the Deputy Vice Chancellor (ASA&R)

Minimum Qualifications and Experience

• Be a holder of an earned PhD degree from an accredited university recognized in Kenya
• At least six years of experience in Academic Administration.
• Must have worked as Dean of a School, Director of an Academic Unit in a university orMDeputy Registrar (Academic Affairs).
• Be at the rank of Senior Lecturer and above.
• Must be conversant with the running of academic affairs in a university;
• Should be conversant with modern management techniques and be computer literate;
• Demonstrate ability and leadership skills to effectively coordinate the academic and administrative functions of the University.
• Demonstrate knowledge of strategic planning in educational development;
• Knowledge of Management Information Systems.
• Demonstrate knowledge of laws and policies governing education.
• Proven capacity to promote learning, teaching, research and development in a modern university set up.
• Must be registered with relevant professional body and in good standing (where applicable)
• Proven experience in academic processes including but not limited to curriculum development, examination processing, student admission, quality assurance, student support services