Assistant Registrar

Directorate: Professional Development
Reports To: Registrar
Salary Scale: UIBFS 4

Critical Work Functions

• Receive and compile student applications and forward them to the registrar for admission consideration.
• Develop a teaching program for all courses offered by the Institute for the registrar’s approval.
• Generate a list of applicants admitted per academic program per academic year.
• Inspect students’ teaching and submit reports to the registrar’s office.
• Develop data capture templates for all student details and ensure their proper implementation.
• Capture student examination results and safeguard them accordingly.
• Monitor student attendance to ensure they meet the required timeframe.
• Promote the Institute’s professional and academic programs.
• Prepare payment documents for lecturers/trainers’ remunerations for professional courses.
• Store and retrieve student records, including academic records for certificate, diploma, and master’s trainees.
• Support curriculum development for certificate, diploma, and master’s programs, ensuring accreditation by relevant bodies.
• Support academic course development and review to maintain competitiveness and meet National Council for Higher Education requirements.
• Provide user support to lecturers and trainers during e-learning sessions.
• Monitor and report on e-learning resource use across various teaching platforms.
• Plan, implement, and control user account security rights and restrictions for the platform.
• Perform any other tasks assigned by management.

Qualifications

Education:

• Honor’s degree in Education, Law, Human Resource Management, Organizational Psychology, Organizational Development, Library and Information Management, Records Management and Archives, ICT, or any related field from a recognized university.
• A postgraduate qualification in any of the above fields is required.

Experience:

• Minimum of three (3) years working experience within an academic institution, specifically in a registry managing student records and information (both soft and hard copies).

Key Responsibilities

• Maintain accurate student records with zero errors.
• Ensure timely retrieval of student information.
• Process and issue student transcripts in a timely manner.
• Handle graduation applications efficiently.
• Analyze academic reports and data on a quarterly basis.
• Register all students within the specified period.
• Resolve student inquiries and enrollment issues within the required timeframe.
• Publish course schedules for the upcoming semester to the target audience.
• Introduce new initiatives to improve the efficiency of the Registrar’s Office.
• Provide students and staff with accurate and timely information.
• Identify opportunities for improving the Registrar’s Office efficiency.
• Maintain accurate financial records for student fees and tuition.
• Organize graduation ceremonies and other events.
• Track budget and resource allocation within the Registrar’s Office.
• Increase the annual student enrollment in academic programs.
• Provide troubleshooting support for lecturers and students in case of system failures.
• Promote and market e-learning programs to students and staff.
• Support learners and staff in using e-learning tools and resources.
• Improve e-learning customer satisfaction scores.

How to Apply

Deadline: 26th February 2025

Download the Application Form, attach the filled form, CV, cover letter, academic documents, National ID, and send them to careers@uib.or.ug.

CLICK HERE TO APPLY