Deputy Registrar

Key Responsibilities

A. Academic Administration & Statutory Compliance

• Manage correspondence with the Government, University Grants Commission (UGC), AIU, regulatory bodies, and other universities/institutions; respond to communications received from Government/semi-Government departments in consultation with the Registrar and maintain records of all correspondence.
• Oversee admissions, re-admissions, student dues, the prospectus, and preparation of the academic calendar.
• Maintain thorough knowledge of rules governing admissions, examinations, and courses of study, and ensure timely incorporation of amendments.
• Draft agendas and minutes for meetings, including statutory body meetings, together with supporting documentation, and follow up on Action Taken Reports.
• Process recognition/equivalence of qualifications (diplomas, degrees, certificates) and monitor subject mapping for migration/transfer-category admissions in liaison with the Equivalence Committee.
• Provide general office supervision, including transfers and leave management for ministerial and technical staff.
• Support preparation of the University's Annual Report and other non-academic publications, and compile documentation/data required for NAAC, NIRF, NBA, AISHE-UGC, AIU, and IQAC reporting.
• Ensure implementation of decisions of the Board of Management and Academic Council as directed by the Registrar, and maintain records of all statutory bodies (Board of Management, Academic Council, UG/PG Academic Committee, Finance Committee, Board of Studies, Faculty Boards, etc.), including indexing and binding.
• Manage the students grievance redressal mechanism, including UGC/AIU/State Government grievance portals.
• Support the legal counsel in preparation of legal responses.
• Monitor disbursement of scholarships, including Government scholarships, for new and continuing students.
• Oversee drafting and circulation of notices, office orders, and communications to students via ERP/email/WhatsApp, and maintain records of the same.
• Maintain records of all MOUs and professional memberships, and ensure timely renewal.
• Maintain and update the University's Act, First Rules, First Statutes, and Ordinances, along with related committee updates as per the Academic Ordinance.
• Ensure timely compliance with UGC, AICTE, NAAC, NIRF, NBA, AIU, NCTE, and other applicable statutory/regulatory requirements, including approvals, recognitions, renewals, extensions, and accreditation for academic programmes and institutional activities.
• Ensure timely submission of annual returns, statutory reports, mandatory disclosures, and compliance data to regulatory authorities, and maintain a Regulatory Compliance Calendar tracking approval validity, renewal dates, submission deadlines, and inspections.
• Undertake any other responsibilities assigned by the Registrar from time to time.

B. Student Life-Cycle Management (SAP/ERP)

• Supervise and monitor the complete student life cycle, from admission to graduation/withdrawal, covering application creation, admission letters, document verification, registration, onboarding, data verification, document scanning/uploading, enrolment number generation, withdrawal/dropout processing (including refunds and de-registration), and semester-wise re-registration.
• Oversee issuance of Migration Certificates, Character Certificates, Transfer Certificates, No-Dues Certificates, Bonafide Letters, Rank Certificates, and similar documents.
• Periodically analyze ERP reports.

C. Convocation Management

• Monitor graduation status and finalize the list of passing-out students after verifying academic requirements; oversee de-registration, maintenance of master data, sharing of records with the Alumni Department, and processing of security deposit refunds.
• Finalize the list of eligible students, and monitor/verify the Tabulation Register and TR sheets for record-keeping.
• Finalize the list of medal winners and coordinate the meeting and approval for best student nominations.
• Oversee degree printing and signing, and maintain related records.
• Draft the minute-to-minute Convocation programme, coordinate invitation cards and guest lists (including student invitations), and organize the Convocation function.
• Initiate and monitor procurement of stationery, medals, mark sheets, degrees, merit certificates, mementos, scrolls, and souvenirs.
• Monitor and audit distribution of degrees/mark sheets, and maintain related records.
• Upload data to the National Academic Depository (NAD) and verify mark sheets/degrees for companies and higher education institutions.
• Process and dispatch degree certificates and mark sheets upon student request, and maintain relevant records.

D. General Administration & Office Compliance

• Liaise with all University departments to ensure smooth functioning.
• Maintain and update student files, and ensure records/archives are organized for quick retrieval; monitor FRRO compliance for international students.
• Monitor and process branch-change requests.
• Assist in preparation of the Annual Budget and monitoring of expenses.
• Periodically review and update Standard Operating Procedures (SOPs) following approval.
• Undertake any other tasks assigned from time to time.

Reporting Structure

• Reports to: Registrar / Additional Registrar / Competent Authority, as designated by the University.
• Supervises: Assistant Registrars, Section Officers, administrative staff, and other personnel assigned to the concerned section(s).
• Key Coordination: Deans, Heads of Departments, Directors, and Examination/Admission/Academic/Finance/HR/Legal/IT and other statutory or administrative offices.
• External Coordination: UGC, AICTE, NAAC, NIRF, government departments, statutory/regulatory bodies, and other external agencies, as assigned.

Educational Qualifications

• Essential: Master's Degree with at least 60% marks or an equivalent grade from a recognized University/Institution.
• Desirable: MBA / MPA / LL.B. / LL.M. / M.Phil. / Ph.D. or a qualification in Higher Education Administration, Management, Law, Public Administration, or a related field.
• Working knowledge of UGC regulations, Accreditations, norms of Regulatory bodies, Higher Education policies, University Acts/Statutes/Ordinances, and applicable regulatory requirements will be preferred.

Relevant Experience

• Minimum 8–10 years of relevant administrative experience in a University, Higher Education Institution, Government/Semi-Government organization, or a comparable institution.
• Experience in a supervisory/managerial administrative position will be preferred.

Required Skills & Competencies

• Administrative & Leadership Skills
• Regulatory & Compliance Knowledge
• Communication Skills
• Technology & Data Skills
• Professional Competencies