Job Title:

Associate Director

Department:

Name of Job Holder:

Location:

Mohali

Reports to position:

HoD – Registrar’s Office

Band:

A2

Reportees to Position:

Sr. Manager

Job Purpose

Registrar’s Office is responsible for Graduation Audit of all 11, monitoring of Fee Payment, monitoring Attendance for Leave of Absence & Withdrawal, coordination with programme office for updation of student manual with approved policies, maintaining a repository of student records.

Job Outline

The Associate Director plays a leadership role in the department.  S/He is responsible for overseeing the Registrar’s Office across all the academic programmes (PGP suite, AMPs, FPM and EFPM) and across campuses in coordination with the respective SPOCs. Establish guidelines & controls for all student related academic information.

The person is expected to have complete knowledge of Registrar’s Office processes and analytical strength to identify the gaps in the processes. S/He should be able to find a solution to simplify the processes of Registrar’s office.

The person must lead, train and mentor the team members (wherever required) to ensure that they understand the Registrar’s Office processes thoroughly. S/He is responsible for reviewing the final checks before confirming the respective stakeholder.

The person should focus on digitizing the RO activities – Student database maintenance, storage of data, fee monitoring process, etc.

The person should prepare the required presentations for GSC or any other stakeholders. S/He   should manage wide range of stakeholders – students, alumni, faculty, staff, external agencies, etc to come up with appropriate communication strategy.

The person should liaison with HoD – Registrar’s Office to any changes in policies, deviations/exceptions approvals.

Job Specification

Knowledge / Education

Specific Skills

Desirable Experience

Master's degree

12-15yrs

Job Interface/Relationships:

Internal

External

• Programme-wise SPOCs
• HoDs
• IT

• None

S.No

Key Responsibilities

% Time Spent

1

Establishing guidelines & controls for Registrar’s Office & to manage Registrar’s Office for all academic programmes.

30

2

Process formulation for Registrar’s Office and update on regular intervals. Coordination & communication with programme office for policy changes and formulation of checklist.

20

3

Digitalization and Automation of the processes in Registrar’s Office

20

4

Manage wide range of stakeholders – students, alumni, faculty, staff, external agencies, etc

20

5

Ability to lead a team towards high performance.

10

Total Time Spent on All Responsibilities

100%

S.No

Key Result Area

Key Performance Indicator

Weightage

1

Establishing guidelines & controls for all student related academic information

• Spearhead the Graduation Audit process – At the time of graduation.
• Ensure timely monitoring of Fee Payment
• Lead the Monitoring effort for Attendance for Leave of Absence, Withdraw & Rejoining – accuracy of final class list to be maintained across programmes

30%

2

Process formulation for Registrar’s Office and update on regular intervals. Coordination & communication with programme office for policy changes and formulation of checklist.

• Coordinate with HoD- Registrar’s Office for changes in any policies or exception approvals if any.
• Ensure Coordination with programme office for updation of student manual with approved policies – at the commencement of programme & whenever there are changes
• Maintain a repository of student records for overall school requirements.
• Process documentation

20%

3

Digitalization and Automation of the processes in Registrar’s Office

• Automation of student data for easy retrievability and accessibility

20%

4

Manage wide range of stakeholders – students, alumni, faculty, staff, external agencies, etc

• Ensure all communications are timely and appropriate.
• Anticipate and work towards legal implications

20%

5

Ability to lead a team towards high performance.

• Establish high service level standards

10%

Any Other Significant Input

• Taking ownership for adherence to quality
• Should be open to increase in activity/added responsibility as and when required.
• Experience & Exposure to SLAs