Manager of Office of the Registrar (Registration and Scheduling)

Education

• Higher-professional, preferable from the higher education institutions with English language of instruction and in area of IT
• Bachelor’s degree is required

Work experience

• With Master's degree, professional experience should be not less than 1 year in the areas corresponding to functional areas of a specific position;
• Or with Specialist or Bachelor degree, work experience should be at least 3 years in the areas corresponding to the functional areas of a given position in the public service, international and/or national companies, or at least 2 years of work experience at the University and/or its organizations;
• Experience in data gathering and identifying requirements for developing educational database software;
• experience in developing user interfaces;
• work experience in Higher Education;
• experience in managing staff and students

Knowledge

• Knowledge of legislation of Republic of Kazakhstan in education field;
• knowledge of educational system of USA and European countries;
• ability to work with diverse groups of people;
• decision making skills;
• ability to plan effectively;
• ability to work in a team and work under stress;
• presentation skills, reports and documents management;
• fluent English, Kazakh and Russian languages;
• knowledge of MS Office, Excel, PowerPoint

Skills

• ability to work effective under tight deadlines;
• strong analytical skills;
• team work;
• responsibility;
• leadership skills;
• critical thinking

Manager performs the following duties and responsibilities:

1. being responsible for strict compliance with institutional policies and legal regulations to protect confidential information about students processed within the Division’s mandate;
2. facilitating the registration process for students;
3. collecting, processing, maintaining accurate student information, including personal details, and contact information;
4. responsible for ensuring the confidentiality and security of student records in compliance with regulations;
5. gathering required data on academic programs in regards to academic scheduling and registration;
6. collaborating with academic departments of the Schools to create a well-balanced and efficient course schedule for each semester or term;
7. assigning classrooms, instructors, and time slots for each course to ensure optimal resource utilization during the registration;
8. facilitating resolving scheduling conflicts and addressing any issues related to course offerings;
9. developing and maintaining the registration key dates calendar, which includes important dates such as registration periods, add/drop, withdrawal deadlines;
10. managing waitlists for high-demand courses and processing waitlist additions as spots become available;
11. collecting and organizing data related to course offerings, and scheduling trends;
12. shared responsibility with the Senior Manager in developing final exams;
13. shared responsibility with the Senior Manager in entering priorities into the system;
14. processing schedule changes such as capacity raises, time and days changes of scheduled classes, priorities updates, room changes, instructor changes, adding new courses or sections, and cancellation of courses and sections during the registration period;
15. generating reports and analyses to provide insights into registration for courses patterns, course availability, and other relevant metrics;
16. communicating with students, faculty, and staff regarding registration and scheduling procedures, deadlines, forms and scheduling changes;
17. providing support and guidance to students and faculty on registration-related matters;
18. processing forms such as Add Course form, Audit Course form, Course Underload form, Retake Permission form, Transfer between Majors form, Transfer between Schools form, Course Overload form, Drop Course form, Extra place form, Course Withdrawal form, Minor Declaration Form;
19. processing course changes and new course proposals;
20. processing tracks, minors and secondary majors confirmed by the Schools in the Degree conferral report;
21. monitoring the registration software to ensure its functionality and accuracy;
22. collaborating with the IT department to address technical issues and implement improvements to registration and scheduling systems;
23. implementing university policies related to registration, course scheduling, and academic procedures;
24. ensuring compliance with academic regulations and standards;
25. conducting orientation sessions for new students to familiarize them with the registration process, academic policies, and available resources;
26. training of staff as needed to work in the same areas;
27. participation in identification, evaluation, management and monitoring of risks within the framework of supervised direction;
28. is responsible for strict compliance with institutional policies and legal regulations to protect confidential information about students processed within the Division’s mandate;
29. timely and properly executes the tasks of the line manager and the University`s management;
30. observes the requirements of the legislation of the Republic of Kazakhstan and the Employer`s internal documents;
31. is responsible for exercising the labor and performance discipline;
32. is responsible for ensuring the integrity of official documents, and prevention of the disclosure or leakage of confidential and business information, as well as information of restricted access in accordance with the legislation, Charter and internal documents of the Employer;
33. in case of dismissal, is responsible for timely transfer of all paper documentation, digital information, inventory to another employee as instructed by the line manager (to be certified by the act of acceptance-transfer).