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

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