Senior Manager-Registrar's Office

Job Title: Senior Manager-Registrar's Office

Reports to: Registrar

Location: Sonipat, Haryana

Experience (in years): 08-15 Years

Nature of work: Full-time

About Ashoka University: https://www.ashoka.edu.in/

About the Department:

The Registrar's Office carry out a wide range of essential administrative functions, including processing student requests for official transcripts, enrollment certificates and degree certificates; managing the complete FRRO registration process along with related services such as visa extensions, return visas, and exit permits; issuing decisions of the University's disciplinary committees; maintaining institutional databases; addressing student queries; and coordinating with internal and external departments, among other responsibilities.

Role and Responsibilities:

Senior Manager will be responsible for day to day operations of the Registrar office and coordination with the all internal departments related to registrar's office work as mentioned below:

1. Overseeing the Complete Academic Lifecycle of Students: Oversee the student lifecycle from admission to degree certificate issuance, including managing the enrollment process and verifying documents at the time of admission. Monitor students academic performance, maintain accurate student databases, and follow up on fee payments. Issue all required documents to students, including bonafide certificates, fee demand letters, No Objection Certificates (NOCs), visa letters, and FRRO letters. Coordinate the distribution of mark sheets, transcripts, and degree certificates. Maintain disciplinary records and issue disciplinary letters to students as required.

2. Co-ordination between the Registrar office & the Internal Departments: Coordinate with all internal departments to ensure the smooth functioning of operations, including the Office of Admissions and Financial Aid/Scholarships, Accounts and Finance, Examinations, Human Resources (HR), Library, Information Technology (IT), Administration, Student Affairs, Career Development Office (CDO), and the Development Office.

3. Convocation: Oversee the printing and quality assurance of transcripts, scrolls, and degree/diploma certificates. Facilitate statutory approvals for degree/diploma conferral during convocation and coordinate the secure and organised distribution of academic documents (transcripts, scrolls, and certificates) to graduating students. Post-convocation, maintain meticulous records of all issued transcripts, scrolls, and degree/diploma certificates. Manage the distribution of academic documents to students who were unable to attend the convocation ceremony, and process and issue duplicate scrolls and degree/diploma certificates for lost or damaged originals, ensuring compliance with institutional policies.

4. Uploading of data on Government Portals:Compile and prepare data for uploading to government websites and portals, such as NIRF, AISHE, and DGHE, ensuring accuracy and compliance with reporting requirements.

5. Conferences / Workshop / Special Lectures / Events: Assist in organising special events, conferences, and guest lectures, including coordinating with participants and obtaining statutory approvals, if required.

6. System Improvements: Continuously review the Standard Operating Procedures (SOPs) of the Office of the Registrar to enhance impartiality and objectivity, to strengthen their effectiveness as tools for assessing students academic achievements.

7. Other Duties: Perform any other responsibilities or tasks related to the University as assigned by the appropriate authority from time to time.

Qualifications: Master's degree from a recognised university.

Experience

• 08-15 years of experience in higher education institutions, specifically in a university.
• Demonstrated proficiency with Student Information Systems (SIS) and digital assessment platforms.

Knowledge/Skills/Abilities

• Excellent written and oral communication skills, and proven negotiation and conflict resolution skills, confidence in dealing with all levels of an organisation
• Strong computer skills, including MS Office, particularly Excel, word and PowerPoint. Has a strong technical aptitude.
• Demonstrated ability to manage a high volume of work with conflicting priorities and deadlines, strong organisational skills and attention to detail in a time and security-conscious setting.
• Demonstrated ability to exercise judgment and discretion when handling confidential information and situations.
• Understanding of privacy and accessibility legislation.