Job Purpose:
Serve as the custodian of student academic records and data,
ensuring their accuracy, completeness, and integrity across the
student information system through diligent data entry, ongoing
data cleaning, and regular validation. Safeguard compliance with
MBZUAI policies, information-security and privacy protocols, and
applicable regulatory requirements, and deliver accurate, timely
data, reports, that support institutional decision-making, and
audit readiness. Produce official transcripts, letters, and
documents — including enrolment verification, completion and
graduation letters, and equivalency and attestation correspondence
with the Ministry of Education — verifying each against source
records before release. Provide hands-on support to the
registration, scheduling, and student information system processes
of the Office of the Registrar, advise students and faculty members
on related policies and procedures, and deliver high-level
administrative support to ensure efficient and effective office
operations.
Key Responsibilities:
Records & Data Maintenance:
- Administer all e-services and academic forms related to student
records, ensuring requests are processed accurately and within
service timelines.
- Update and maintain electronic student records using the
student information system, ensuring accurate data entry, data
management, and data reporting in accordance with MBZUAI
information security and privacy protocols.
- Define and apply business rules for data quality, term setup,
and census checkpoints; coordinate degree-audit readiness and
grade/standing cycles to keep records complete and
audit-ready.
- Perform routine data cleaning and validation across student
records, identifying and correcting duplicate, incomplete, or
inconsistent entries, resolving discrepancies, and maintaining the
integrity of academic data throughout each term.
- Administer academic databases in adherence with organizational
security and privacy protocols, safeguarding the confidentiality of
student information at all times.
Letters, Transcripts & Official Documents :
- Produce transcripts, reports, and letters for students related
to their academic record that comply with MBZUAI policy.
- Prepare and issue enrolment verification letters, completion
and graduation letters, to-whom-it-may-concern letters, and other
official correspondence requested by students and alumni.
- Liaise with the Ministry of Education on matters related to
equivalency letters and attestation of students’ diplomas, ensuring
documents meet regulatory requirements.
- Verify the accuracy of all data contained in official letters
and documents against source records before release, ensuring each
document is correct, properly formatted, and issued in a timely
manner.
- Maintain organized records and logs of all letters and
documents issued, ensuring traceability and consistency of official
outputs.
Registration & Scheduling Support :
- Assist with the online registration process, serving as a point
of contact for student queries and providing guidance and support
to the Registration team as required.
- Support the processing of add/drop requests from students and
academic departments, providing guidance where necessary and
helping resolve queries and conflicts.
- Assist with the production of the class schedule in the student
information system under the direction of the Associate Registrar,
and help amend student schedules according to approved requests,
ensuring compliance with MBZUAI rules.
Systems, Processes & Continuous Improvement :
- Support the functional design, configuration, and adoption of
the student information system, ensuring compliance with
Registrar’s Office policies, processes, and optimal efficiency of
services.
- Map and optimize Registrar’s Office processes (registration,
add/drop/withdrawals, grading, academic standing, graduation,
records) and embed them in the system using standard features.
- Define and publish standard operating procedures, controls
(maker–checker), and service routes, and ensure staff can execute
consistently.
- Establish a simple intake for enhancements; prioritize items
that reduce manual work and improve service quality, and
continuously review administrative systems and recommend
well-researched improvements, including smart utilization of IT and
AI.
- Train and support staff from other departments on the use of
Mangrove, delivering guidance, quick reference materials, and
hands-on sessions to build system proficiency and ensure consistent
use across the University.
Communications & Advice :
- Advise the Associate Registrar on the development and
continuous improvement of policies and procedures related to the
duties of the Office of the Registrar.
- Provide accurate and timely communications and advice that
ensure MBZUAI policies and procedures administered by the Office of
the Registrar are known and understood by students and faculty
members.
Student Liaison :
- Coach students on the University’s policies and procedures
relating to registration, attendance, add/drops, and progression,
ensuring students fully understand their academic and
administrative responsibilities.
- Communicate and correspond with students about issues such as
academic status and requirements to maintain scholarships, ensuring
advice and directions reflect MBZUAI policies and are
recorded.
- Receive and respond to student complaints in accordance with
MBZUAI policies and procedures, counselling students, advising of
processes, and escalating concerns according to procedural
requirements.
Administrative Support :
- Ensure smooth running of the Office of the Registrar’s daily
operations by developing and maintaining an efficient task tracking
system that monitors pending tasks, allocates responsibilities, and
ensures requisite tasks are completed in a timely manner.
- Greet and receive visitors to the Office of the Registrar in a
professional and friendly manner, and issue student ID cards,
ensuring appropriate assistance and hospitality is provided.
- Contribute to the planning and execution of special projects
and events that require involvement of the Office of the Registrar,
ensuring all logistics and details are handled to deliver a
successful, well-organized experience.
Other Duties :
- Perform all other duties as reasonably directed by the line
manager that are commensurate with these functional objectives
.
Academic Qualifications:
- A minimum of a Bachelor’s degree in Business Administration or
a related field. A postgraduate degree in a related field will be
preferred.
Professional Experience: Essential
- At least five years’ experience working in a customer-facing
administrative position.
- At least two years’ experience working in a higher education
organization in an administrative role.
- Experience interpreting, complying with, and advising on
complex organization or regulatory policies.
- Experience administering academic databases in adherence with
organization security and privacy protocols.
- Strong written communication skills.
- Proficiency in Microsoft Office and Outlook.
- Excellent people skills with the ability to gain and maintain
trust.
- Evidence of strong organization and time management
skills.
- Demonstrable project management skills.
- Ability to prioritize tasks and handle multiple assignments
simultaneously.
- Attention to detail with the ability to produce high-quality
work under tight deadlines.
- Flexibility and adaptability in a fast-paced, changing
environment.
- Demonstrable commitment to customer service excellence.
Preferred
- Arabic language speaker.
- Experience working in the UAE.
