Job Purpose

The Registration Officer plays an integral role in ensuring a seamless and efficient enrollment process for students across university programs, this includes addressing the unique needs of undergraduate students, ensuring their timely registration, and providing tailored guidance on academic policies and procedures. This role encompasses managing daily registration operations, maintaining accurate and up-to-date records, and delivering exceptional support to both students and faculty. Through collaboration with various stakeholders, the Registration Officer contributes to the continuous enhancement of registration services, improving the overall student experience. The position demands a proactive approach to problem-solving, meticulous attention to detail, and a steadfast commitment to institutional policies and standards. By fostering a streamlined and user-friendly registration environment, the Registration Officer plays a vital role in advancing the university’s strategic objectives while aligning with global best practices in academic administration.

Key Responsibilities:

Registration Management

• Act as the primary point of contact for students at the Registrar’s Office, addressing inquiries and providing guidance.
• Collect and maintain accurate up-to-date personal information for all students. This includes, requesting passport copies/ EID for the verification of student names – both in English and Arabic, processing of personal information change forms that includes but not limited to – updates on bank details, renewed passport details, residence address, and contact details.
• Assist undergraduate students in understanding course registration processes, navigating prerequisites, and selecting courses that align with their study plans and academic progression.
• Organize and archive essential documents systematically to ensure accessibility and compliance.
• Collect and verify English language proficiency scores, equivalency certificates, and other required enrollment documentation.
• Prepare and issue official student letters (TWIC) both in English and Arabic, including those for language of instruction letters, modified TWIC as per student request such as postponement of military service, expected graduation dates, and issuance of pay slips.
• Handle requests for student education verification from banks, employers, or applications for higher studies.
• Furnishes generated or modified reports to stakeholders as needed.
• Processing and issuing official transcripts upon student requests.
• Provide assistance during the early registration week and the add/drop period each semester.
• Resolve student queries efficiently or direct them to the appropriate department or personnel.
• Manage classroom bookings and scheduling to meet academic and institutional requirements.
• Respond promptly and professionally to student inquiries through in-person interactions, email, or phone.
• Provide accurate information and guidance on academic policies, registration processes, and procedures.
• Contribute to other Registrar’s Office functions, including generating reports and supporting process improvements.
• Participate in organizing registration events, orientation programs, and other student-centered activities.
• Support the implementation of the student registration strategy to streamline enrollment processes.
• Ensure student records are accurately maintained and updated in the university’s registration system, adhering to institutional policies and data integrity standards.

Student Support and Communication

• Provide exceptional customer service by addressing student inquiries related to registration, course selection, and academic policies.
• Develop and disseminate clear communication materials regarding registration timelines, procedures, and requirements to students and faculty.
• Develop targeted communication strategies for undergraduate students to ensure they are well-informed about registration deadlines, academic requirements, and available resources.
• Facilitate orientation sessions for new students to familiarize them with the registration process and available resources.

Collaboration and Coordination

• Work closely with academic departments to ensure timely updates on student enrollment, and efficient management of classroom bookings.
• Collaborate with the IT department to ensure proper transition of students’ data from CRM to SIS.
• Collaborate with the admissions team to ensure proper documentation for new students, maintain accurate records, and manage the enrollment process efficiently.
• Coordinate with student affairs to ensure new students receive the necessary guidance and information about registration procedures.
• Collaborate with academic advisors and faculty to support undergraduate students’ transition into university life, course selection, and academic planning.
• Communicate with external organizations, such as banks, employers, and other educational institutions, to verify student education credentials, handle official document requests, and ensure smooth transitions for students applying for further studies or employment.
• Work closely with academic supervisors to ensure students are well-informed about their course selection, registration process, and academic policies. Assist in providing necessary documentation and resources to advisors to support student success.

Compliance and Quality Assurance

• Assist in ensuring that all registration processes, student records, and documentation comply with the university’s internal policies, including data privacy and security regulations. This includes ensuring the proper handling of personal student information, such as passport details, contact information, and other sensitive data.
• Assist with the regular audit and review student records to ensure accuracy and integrity within the university’s registration system. This includes verifying that personal information, academic achievements, and enrollment status are correctly updated and reflected.
• Continuously assess and improve registration processes to ensure efficiency, accuracy, and compliance. Implement process improvements based on feedback, audits, and best practices to ensure smooth operations for students and staff.
• Support the implementation of best practices in registration processes, drawing on insights from leading universities to enhance service delivery.
• Gather and consolidate feedback from students and faculty regarding the registration experience, implementing corrective actions as needed.
• Professional Development – Engage in ongoing professional development opportunities to stay current with trends in higher education registration practices and technologies.
• Contribute to a culture of excellence and continuous improvement within the Registration team, fostering an environment of collaboration and innovation.

Other Duties

• Perform all other duties as reasonably directed by the line manager that are commensurate with these functional objectives. In the absence of the Registration Officer, the Schedule Coordinator will cover the primary role.

Academic Qualification

Bachelor’s degree in a related field, demonstrating a foundational understanding of educational systems and administrative processes, or High school degree with minimum of 8 years’ experience in registration or Enrollment management roles.

Professional Experience:

Essential

• 2-4 years of experience in the Registrar’s Office reflecting a solid understanding of registration processes and student needs.
• Experience specifically in registration or enrollment management roles, demonstrating a track record of successful student engagement and support.
• Proven experience in managing student records and registration processes, ensuring accuracy and compliance with institutional policies.
• Strong customer service skills, with a history of effectively addressing student and faculty inquiries and concerns, fostering a supportive academic environment.
• Fluency in both Arabic and English is a must.

Preferred

• Experience working in a university setting, particularly within an academic affairs or registrar’s office, providing insight into institutional operations and culture.
• Demonstrated ability to collaborate with diverse stakeholders, including faculty, administration, and students, to improve processes and enhance the overall registration experience.
• A proactive approach to problem-solving, with a history of implementing innovative solutions to streamline registration processes and improve service delivery.