Manager of the Office of the Registrar (Student Records & Archive and Records Management)

Education requirements (level, field, licenses, professional certifications, etc.):

• Higher-professional, preferably in higher educational institutions with English as the language of instruction;
• Master's degree preferred

Work experience requirements:

• with a master's degree – at least 1 year of relevant experience; or
• with a bachelor's or specialist's degree - at least 3 years of relevant experience in international and/or national companies, or at least 2 years of work experience at Nazarbayev University

The advantage is the availability of experience:

• work in higher educational institutions,
• work with personal data and personal files of students;
• experience in maintaining documentation and document management;
• experience in maintaining the current archive, ensuring the operational storage of documents, preparing and transferring documents to the archive;
• experience in checking documents for completeness and compliance with the established requirements

Knowledge, skills, and competencies requirements:

Knowledge:

• the legislation of the Republic of Kazakhstan in the field of education;
• the Constitution of the Republic of Kazakhstan, the Law of the Republic of Kazakhstan "On the Status of Nazarbayev University", "Nazarbayev Intellectual Schools" and "Nazarbayev Fund", as well as other legislative and regulatory legal acts of the Republic of Kazakhstan in the field of data management, use and protection of data, storage and processing of personal data;
• the educational system of the United States and European countries;
• document support processes;
• the norms of business etiquette, rules of business communication, telephone conversations;
• MS Office, Excel, PowerPoint;

Skills:

• clerical and document management skills;
• forming, maintaining, systematizing and recording personal files of students;
• organizing the operational storage of documents, preparing and transferring personal files to the archive;
• checking documents for completeness, correctness of execution and compliance with the established requirements;
• working with electronic document management systems, information systems and databases;
• processing, systematizing and managing a large amount of information;
• manage time effectively, prioritize tasks, and meet deadlines.
• analytical thinking and problem-solving skills;
• effective communication and interaction with students and structural units;
• work independently and in a team;
• maintain confidentiality when working with personal data and documents;
• responsibility, organization and attention to detail

Language requirements:

• fluency in Kazakh, English and Russian

Responsibilities (tasks, key areas of responsibility and functions):

1. Division Management

Ensures compliance with legislation and University regulations, manages inquiries and correspondence, maintains accurate information, provides methodological support, and participates in planning, projects, and budgeting.

2. Student Records & Archive and Records Management

Oversees the formation, maintenance, updating, storage, and archiving of student records and personal files. Ensures proper document flow, registration and storage of student documents, management decisions, and original academic documents, while developing and implementing relevant policies and procedures.

3. Quality Assurance

Ensures the accuracy, completeness, timeliness, and compliance of student records and documents. Identifies errors and risks, coordinates corrective actions, and develops proposals to improve records management processes.

4. Student Information System (SIS) Management

Acts as the business owner for supervised SIS processes, defines functional requirements, participates in system development and testing, analyzes user feedback, and supports automation and improvement of SIS functionality.

5. Business Process Improvement

Analyzes existing processes, identifies risks and improvement opportunities, develops optimization initiatives, supports automation and digitalization, and applies best practices in academic records and document management.

6. University-Wide and Unit Projects

Participates in graduation ceremonies, academic degree awarding processes, Registrar conferences, Orientation Week, and working groups or project teams.

7. Acting Manager Responsibilities

During the manager’s absence, ensures continuity of operations, supports student status changes, coordinates related processes with Schools and University units, responds to inquiries, and oversees the preparation, verification, and issuance of academic documents.