Registry Associate

The University of Kurdistan Hewlêr is a leading modern University in the Kurdistan Region – Iraq and we are at an exciting stage in our development. The Academic Registrar’s Office is making a significant investment to support its strategic development over the next five years and to help further position the office as a key player in the success of the University.

We are seeking inspirational staff members to join our team and to contribute to the success and growth of the office. In particular, we would welcome interested candidates who can contribute as a Registry Associate to provide excellent contribution required for the execution of the functions of Academic Registrar’s Office and as instructed by the line manager. This position will contribute to, in working with the line manager and compliance with the University policies and procedures, the implementation of the functions of Academic Registrar’s Office and carry out administrative tasks as assigned by the line manager.

This is a tremendous opportunity to join a strong team of committed people in the enhancement of the University of Kurdistan Hewlêr.

VACANCIES AVAILABLE: One
OFFICE: Academic Registrar’s Office (ARO)
JOB FAMILY: Administration
TYPE OF CONTRACT: FTE 1.0
HOURS OF WORK: 40 Hours/Week (Normally 08:30 AM – 4:30 PM, Sunday – Thursday)
PLACE OF WORK: University of Kurdistan Hewlêr
REPORTING TO: Registrar
APPOINTMENT DURATION: 3 Years (subject to renewal depending on needs, performance and mutual agreement)
PROBATION PERIOD: 6 Months
APPLICATION DEADLINE: Application is open until the position is filled

DUTIES AND RESPONSIBILITIES

The Registry Associate will:

• Undertake a wide range of general administrative and office duties, including, but not limited to dealing with emails, typing, writing letters, processing mail, making and receiving telephone calls, scheduling appointments, photocopying, research, circulation of information, general filing, maintaining files, updating the database, etc.
• Undertake other clerical and administrative duties relating to Registry functions and be deployed across any team within ARO (Admissions, Student Records, Examinations) as demand dictates.
• Prepare Verification of Enrolment letters.
• Assist in the validation and correction of student data.
• Assist in gathering student feedback on modules and programmes.
• Assist in other areas of administrative work as and when the need arises.
• Collect, scan and retrieve students’ documents and details.
• Convert documents into electronic format if required.
• Enter and maintain various students’ details into spreadsheet.
• Create folder for each student and enter all students’ details into relevant folders.
• Ensure students’ details and folders are updated accordingly.
• Respond to appropriate requests or inquiries via email or in person; e.g. from students, line managers, Academic Support Unit, faculty members, etc.
• Assist in scheduling any make-up classes as per the ASU Officers’ requests.
• Regularly, check to ensure students’ details are valid, correct and folders are up-to-date.
• Participate in the arrangement and organising meetings/interviews and coordinating venues, catering and audio-visual facilities.
• Ensure personal files for new students are prepared and all necessary documents related to the student are included.
• Ensure office equipment is functional and stationery is well stocked with appropriate liaison with the relevant departmental staff.
• Circulate information updates among ARO members.
• Make sure that documents required for meetings and office use are printed and circulated on time.
• Handle queries at the Front Desk.
• Provide academic advice and regulatory guidance to students.
• Issue verification letters and other formal documents requested by students.
• Coordinate the Academic Misconduct committee.
• Undertake any other reasonable duties commensurate with the nature of the post and as requested by the line manager.

PERSON SPECIFICATIONS

The Registry Associate should have:

• A University degree (Credit Points: 300, Years of Study: Minimum of Three Years*) in Administration or any other relevant discipline with a minimum of 3 - 4 years of experience in administration.
• Knowledge and clarity on Academic Timetabling.
• Knowledge and experience with educational software.
• Experience in Higher Education.
• Advanced spoken and written ability in English language; ability to read, write and speak in Kurdish and Arabic languages will be an advantage.
• Ability to use office equipment, such as printer, scanner, etc.
• Ability to assist in the processing of documentation relevant to Registry functions.
• Good working knowledge of word processing and spreadsheet software packages, such as, Microsoft Office Word and Excel.
• Exceptionally good interpersonal and communication skills.
• Good organisation skills and accurate clerical abilities.
• Ability to provide a high standard of customer service in a busy environment.
• Ability to work independently and as part of a team.

HOW TO APPLY

• Interested applicants are requested to email their Application Form, CV, and Personal Statement to jobs@ukh.edu.krd by indicating the Vacancy Title: Registry Associate and inserting the most recent passport size photo in the area provided on the application form.
• Only complete applications: Application Form (with the most recent photo), Personal Statement and CV will be considered.
• Size of the photo must be 45mm x 35mm with no less than 150 pixels for the quality.
• Any application that does not specify the vacancy applied for will not be considered.
• An Application Form is available at Current Vacancies on the University website (http://www.ukh.edu.krd).
• Only short listed candidates will be contacted for an interview.