JOB PURPOSE

The Assistant Registrar shall support the Registrar in day-to-day operations and specific tasks. He or she is to supervise the direct daily administration of the Registry Department to oversee efficient provision of administrative services and support its core functions.

 KEY RESULT AREAS / RESPONSIBILITIES

• Liaise with the relevant government authorities (Ministry of Higher Education, Malaysian Qualifications Agency, State Education Department etc.), regarding entry requirements for admissions, arrangements for collaborations, visits, legislation of business including audits, licences and any other related matters.

• Liaise with the various schools/departments regarding the preparation of documents for submission to the relevant government authorities.
• Prepare correspondence with other government authorities, universities, institutions or bodies as and when assigned
• Monitor record keeping certificates, agreements, licenses, and governance documents.
• Monitor the Memorandum of Understanding / Memorandum of Agreement / Articulation Agreement / any other academic contracts made with partner universities / institutions and to advise the concerned collaboration parties as and when the need arises.
• Monitor and maintain the Risk Register for legal compliance on the requirements of the statutory acts imposed by the Ministry of Higher Education, Malaysian Qualifications Agency, Professional Bodies and other statutory bodies.
• Provide information and prepare documents on matters under the purview of the the Registry Department including Constitution, legal acts, and departmental budgets.
• Establish contacts and maintain rapport and relationships with tertiary institutions and relevant bodies or associations as and when assigned.
• Work with Heads of Schools and Department Heads to implement and monitor applicable policies.
• Support the proposals for approvals and notations to Senate, Council and Governance Committees.
• Ensure that approval certificates comply with the requirements of the institution and the external regulators.
• Develop policies and practices for registration management, monitor developments in technology and maintain technological systems to support registration and record keeping functions in CMS, Curate and TOPAS.
• Monitor the activities of the the Registry Department to ensure security and integrity of the institutional licence and programme approvals.
• Provide relevant input and feedback on developmental needs of staff.
• Assist in the interpretation and application of rules regulations, circulars and notifications

• Any other responsibilities that may be assigned to you from time to time.

JOB SPECIFICATIONS

 MINIMUM ACADEMIC / PROFESSIONAL QUALIFICATION

Master’s Degree in Education or its equivalent

RELATED EXPERIENCE

At least seven (7) years of experience in the management of regulatory records services in an educational institution.

COMPETENCIES (KNOWLEDGE, SKILLS & ABILITIES)

• Excellent management skills with good planning, organisational and leadership skills
• Good interpersonal and communication skills
• Ability to coach and motivate staff to achieve targets and goals
• Ability to work in a fast-paced and challenging environment and operate to tight schedules and deadlines
• Ability to interact well with students and all levels of staff
• Ability to communicate effectively at all levels
• Knowledge of higher education system and standard Registry functions
• Knowledge of student data management systems and associated technology
• Knowledge of and skills in using computer software e.g. Microsoft software applications
• Familiar with related departments within the Ministry of Higher Education and Malaysian Qualifications Agency, and maintain good links with them
• Ability to establish and maintain good relationship with tertiary institutions and other relevant bodies or associations

COMPETENCIES (BEHAVIOURAL)

• Dedicated and committed
• Trustworthy and reliable

• Good team player
• Has a strong sense of responsibility
• Pro-active and results oriented with a drive to succeed and achieve goals