Administrative Officer

Job Objective

◼ Student Registration

◼ Progression & Completion

◼ Student Request / Customer Services

◼ Conduct of any Examination

◼ Student File Management

◼ Other Administrative duties required

Operation responsibilities: -

◼ Handling Student Registration

➢ Preparation of student list for new intake students

➢ Coordination with IT team for the creation of GBS student mails

➢ Sending welcome mails to students with their email credentials

➢ Creation of Batches in the system as per the workload allocation / Class Schedule.

➢ Enrolment / Unenrollment of student units in Academia

➢ Notifying IT team on the update of enrolment/ unenrollment of students in Moodle

➢ Short Course student enrolment

◼ Preparation and Review of Student List for:

➢ PSA Exam

➢ Student Enrolment / Registration

➢ Student Activation in Academia

➢ Student Attendance

◼ Follow-up pending attendance entry of Student from Faculty

◼ Closing and Completion of Registration

◼ Review of Enrolment / Postponement / Deferral / Cancellation

◼ Review and Register Students for Retake Units and Enrolling students for Retake Units Courses

◼ Preparation of Class Attendance Sheet

◼ Review and Re-activate Old PPND / Deferral Students

◼ Review and Updates of Student Strength

◼ Preparation of Student Demographic as and when required

◼ Preparation of KHDA’s required data in coordination with Sr. Admin Manager

◼ Preparation of Pearson Certificates for KHDA attestation

◼ Preparation and review of Semester Progression and Retention of Students

◼ Review of Graduating Students and Academic & Admissions Documents

◼ Review of Pending Students Academic Status & take necessary action

◼ Student File Management

➢ New

o Review of new student files

o Auditing of documents

o Follow-up missing documents

o Updates of documents

➢ Existing

o Auditing of documents

o Follow-up missing documents

◼ File Audit Management

➢ Personal Information Updates / Photo

➢ Passport & Visa Updates / Document Expiry

➢ Contact Details (Local & International)

◼ Student File Scanning and Uploading

◼ Preparation and Printing of GBS Completion certificates and transcripts

◼ Preparation of Marks' Transcript upon student request

◼ Develop and maintain a filing system

◼ Preparation of student list for Registration to Pearson EOL.

◼ Compilation and Preparation of Pearson invoices for Finance payment.

◼ Assist in conduct of all examinations (Diagnostic / PSA / ACCA)

◼ Class & Attendance Reports

◼ Handling student request

◼ Calling students for different purposes

◼ Coordination with various governing bodies

◼ Review and calling of Students for the ff:

➢ Missing student documents / details

➢ Retake Units

➢ Postponement / Cancellation / Re-activation

➢ Withdrawal Students

➢ Pending Documents submissions

◼ Publishing of results

◼ Assist in the preparation of regularly scheduled reports

◼ Other Student Administrative duties required

Key Responsibilities/Duties

Functional Role:

• Student Registration

• Progression & Completion

• Student Request / Customer Services

• Student File Audit

• Conduct of Examination

Job Specifications

Knowledge/ Skill Area Knowledge Level

▪ Ability to communicate effectively in writing and to prepare written and electronic documents.

▪ Ability to plan, implement, evaluate and report activities conducted

▪ Ability to communicate orally, both in person and by telephone.

▪ Ability to present oneself in an authoritative manner to the students and professional manner to the Faculty members

▪ Ability to be both consistent and flexible as circumstances warrant.

▪ Ability to remain calm and supportive in administrative emergencies and/or crises when provided with appropriate supervision and direction.

▪ Be energetic and have a positive attitude

Preferred Qualifications:

▪ A bachelor’s degree in any field from an accredited college or university.

▪ Proficient in MS Office (Excel, Word, PowerPoint) and other office applications

▪ Familiar with IT Systems (for data management and reporting purposes)

▪ Excellent communication skills to address student queries (both in person and email queries)

▪ Candidates with experience in Academic Institutions (in the similar role) – Essential

▪ Good collaborator and team player.

Preferred Experience:

▪ 3 to 5 yrs. of experience in the same field