Job Details
Posting Date
24/11/2021 Expiry Date 30/11/2021 Job Reference Number: 1781-2021-11-24T10:19:48
Head of Academic Records Section
Category Non Faculty Vacancies
College Departments
Department Registration Department
Job Purpose

To oversee all operations related to students' academic records at the Registration Department by planning, developing and implementing new and productive processes and procedures as per the University of Sharjah's policies, in order to maintain the accuracy, integrity and confidentiality of these records.  

Main accountabilities & expectations
  1. Lead the development and execution of the Academic Records Section's processes and procedures, and ensure that they are in alignment with best practices and UOS's requirements.
  2. Monitor day-to-day Academic Records Section activities and ensure that business processes and workflows are executed correctly and efficiently. As well as ensure that job tasks are distributed between team members fairly and professionally.
  3. Oversee the process of transcripts production, degree verification, graduation completion letters, and grade changes request, etc. as per the Registration Department's procedures.
  4. Lead the process of auditing graduation decisions, graduation certificates and academic transcripts to ensure these documents were completed, reviewed and signed by the concerned Registration Officer, as well as verify personal and academic information on official transcripts and graduation certificates.
  5. Collaborate with the other registration teams when preparing the final list of expected to graduate students, verifying senior students' graduation requirements and dates of completion as required.
  6. Provide leadership to the Academic Records Section team in order to build and develop their organizational capabilities, provide them with development opportunities such as training, coaching, etc., as well as report on their performance.
  7. Ensure the effectiveness and accuracy of any academic records related activities such as graduation decisions, finalizing expected graduates list, degree verifications, etc. and perform regular assessments and evaluations regarding these activities, as well as suggest improvement and correction plans when needed.
  8. Respond proactively to students, faculty members and administrative members' queries through e-mails, phone calls, etc. in order to provide needed information and/or support related to the academic records.
  9. Provide the Central Graduation Committee with all relative graduated students' lists, reports and needed statistic to ensure they are verified and ready before UoS's official Graduation Ceremony.
  10. Ensure the reliability, accuracy and privacy of all student's academic records at all time, as per the UOS's accreditation, quality standards, academic policies and regulations.
  11. Prepare various reports, analysis and statistics related to the Study Planning and Scheduling Section when requested by the line manager.

Job Specific Accountabilities --
Required Skills
  • Excellent oral and written communication skills and the ability to prepare professional documents, in both Arabic and English.
  • Proficiency in MS office applications such as Argos, Banner, Ivanti, etc.
  • Good knowledge of Banner and/or Blackboard Systems.
  • Leadership skills.
  • Excellent interpersonal skills.
  • Project and time management skills.
  • Analytical and critical thinking.
  • Clear presentation skills and ability to influence.
  • Experience in managing teams including the development and delivery of on-the job training and mentoring.
  • Ability to work with diverse business units and to quickly adapt and understand key business challenges.
  • High integrity and openness combined with commitment to good governance.
  • Flexibility and ability to function effectively as part of a team.


Preferred Qualification & Experience
  • Minimum of bachelor's degree in Business Administration, MIS, IT or a relevant discipline.
  • 12-14 years of UAE experience in similar role preferably in higher education institutions.
  • A Master's Degree in a relevant discipline is a plus.
  • Priority to UAE Nationals.


Job Location University of Sharjah (Main)
Competencies

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Job Criteria
Gender Male or Female
Qualification Bachelor's degree/higher diploma
Relevant Experience 10 and more
Living In UAE Open for all