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POSITION ADVERTISEMENT DESCRIPTION

  • Job Title : University Registrar
  • Location : Citycot University
  • Department : Office of the Registrar
  • Reports To : Vice President for Academic Affairs
  • Educational : Educational: Master’s degree in Education Administration, Higher Education Management, Public Administration, or a related field.
  • Experience Requirements : Experience: Minimum of 5 years of progressive experience in a higher education institution, preferably in academic records management, student services, or registrar operations
  • Posted Date : 25 – July – 2025
  • Deadline : 05 – August – 2025

Job Purpose

The University Registrar at Citycot University plays a critical role in overseeing the academic records and registration systems, ensuring the accuracy, security, and integrity of student information. This position supports the academic mission by coordinating student registration, maintaining records, managing course schedules, and facilitating graduation procedures in compliance with university policies and academic regulations.

Key Duties and Responsibilities:

  1. Student Registration and Enrollment Management:
  • Manage the registration process for new and continuing students (regular, online, and postgraduate).
  • Ensure student compliance with university admission and enrollment requirements.
  • Oversee course enrollments, drops, and withdrawals in line with academic policy.
  • Monitor and troubleshoot student self-registration systems for accuracy and functionality.
  1. Student Records and Academic Documentation:
  • Maintain and update student academic records and personal files.
  • Verify exam results, academic progress, and ensure grading accuracy.
  • Issue official documents such as transcripts, certificates, and completion letters.
  1. Class Scheduling and Academic Calendar Coordination :
  • Publish course schedules and examination timetables.
  • Plan and organize academic year calendars in coordination with faculties.
  • Collaborate with departments to align teaching plans and room allocations.
  1. Academic Standing and Graduation Compliance :
  • Manage academic status changes including registration, withdrawal, or dismissal.
  • Verify students’ academic completion status before graduation approval.
  1. Student Data Reporting:
  • Prepare regular (monthly, semester, and annual) reports on student enrollment, performance, and demographics.
  • Provide data insights to support institutional planning and decision-making.
  1. Student Advising and Support Services:
  • Support students with course registration guidance, academic policy awareness, and resolving academic record concerns.
  • Resolve disputes related to grades, exams, and enrollment in a professional manner.
  1. Graduation and Certificate Issuance :
  • Design and manage the production of degree certificates.
  • Organize and manage all aspects of graduation ceremonies and clearance.
  1. Confidentiality and Data Security :
  • Ensure data privacy and integrity of student records in line with university policy.
  • Coordinate with IT and academic units for secure and compliant data management.
  1. Records and Archive Management :
  • Archive official academic records and ensure long-term accessibility and accuracy.
  • Perform regular audits on academic databases to maintain high data integrity.
  1. Annual Registration Campaigns :
  • Lead and plan mass registration campaigns and calendar events like semester start and academic breaks.
  • Supervise application review processes and student onboarding activities.
  1. Grade Management and Transcript Issuance :
  • Oversee grade entry processes and results approval.
  • Generate and distribute student transcripts and other academic verification documents.
  1. E-Registration and Student Portal Management :
  • Administer the electronic registration system (Student Portal).
  • Lead portal improvements and provide training to faculty and students on its use.
  1. Student Attendance Tracking :
  • Prepare student attendance records and reports.
  • Address chronic absenteeism and liaise with parents or guardians when needed.
  1. Academic Events Coordination :
  • Manage the planning and execution of key academic events including convocation and exam sessions.
  • Set academic event timelines and ensure smooth implementation.
  1. Examination Logistics :
  • Ensure attendance sheets, ID verification, and exam entry procedures are effectively organized.
  • Prepare examination venues and seating plans.
Key Competencies and Skills:
  • In-depth knowledge of academic policies, institutional governance, and higher education systems.
  • Strong leadership, problem-solving, and organizational skills.
  • Proficiency in student information systems, digital portals, and reporting tools.
  • Excellent interpersonal and communication skills.
  • High level of integrity, confidentiality, and attention to detail.
How to Apply:
Interested candidates are invited to submit their CV, cover letter, and copies of academic and professional certificates to hrm@citycot.edu.so no later than 05/8/2025. Please mention the position title in the subject line of your email.