ASSISTANT REGISTRAR

TITLE: Assistant Registrar

GRADE:

ANSWERABLE TO: Registrar

RESPONSIBLE FOR: Assisting the Registrar in implementing academic policies, ensuring data accuracy in databases.

DEVELOPMENT DATE:  April 2026

DEVELOPED:  Registrar

People and Culture Manager

Rector

1.1            Oversee maintenance of student records and academic registry processes to ensure accuracy, privacy, and retention in accordance with policy;

1.2                   Support registration, course scheduling, programme approvals, graduation clearance, and transcript services with governance perspectives

1.3            Recommend, develop, and ensure implementation of academic policies, regulations, and procedures;

1.4            Assist in managing the student information systems;

1.5            Ensure data integrity, confidentiality, and security of academic records;

1.6            Advise, direct, and support academic faculties with respect to any duties and functions related to the Registrar’s offices.

2.         Examinations Management

2.1         Coordinate and oversee all institutional examination processes;

2.2         Develop and implement examination timetables in collaboration with Programme Managers and the IT Department for final review by the Registrar

2.3         Ensure secure preparation, handling, storage, and distribution of examination materials;

2.4         Supervise conduct of examinations to ensure compliance with rules and integrity standards;

2.5         Facilitate external moderation of all question papers and marked scripts;

2.6         Ensure that external moderators’ reports are given to all stakeholders.

2.7         Ensure that all claim forms for external moderators are filled out and payments are made accordingly.

2.8         Oversee processing and approval of examination results by relevant committees;

2.9         Manage timely release of results;

2.10      Handle examination irregularities, misconduct cases, and appeals in line with institutional policies;

2.11      Ensure proper record-keeping of examination results and assessment data;

2.12      Coordinate supplementary, special, and deferred examinations;

2.13      Implement and monitor examination security protocols and confidentiality measures.

3.         Policy Implementation, Compliance, and Strategic Support

3.1           Assist the Registrar in strategic planning and policy development;

3.2           Contribute to institutional initiatives related to academic administration;

3.3           Support the digital transformation of students’ services;

3.4           Assist in the accreditation processes and regulatory authorities;

3.5           Prepare reports for audits, accreditation, and institutional reviews;

3.6           Guide students and staff on academic regulations

3.7           Handle academic and administrative queries as they relate to the Students Records Office

4.    Special Projects

4.1         Lead or contribute to projects to improve governance systems within CAS

·           Bachelor’s Degree in Law, Governance, Information Systems or equivalent Professional Qualification.

·         Minimum of a Bachelor’s Degree with experience relevant to the specific requirements of the position or relevant equivalent Professional Qualifications;

·           Minimum of 5 years of experience in a supervisory role

·           Strong understanding of higher education governance models, accreditation processes, records management, and privacy/compliance frameworks

·           Knowledge of student information and examination management systems

·           Excellent written communication and minute-taking skills

Knowledge, Skills, and Attributes Required

•        organizational and administrative skills

·           Expertise in examination planning and management

·           Leadership, supervisory, and team management abilities

·           Communication, writing, and interpersonal skills

·           Records management and maintenance skills

·           High level of integrity, confidentiality, and attention to detail

·           Problem-solving and decision-making skills

·           Ability to manage high-pressure periods (e.g., exams and results processing)