Assistant Registrar

Job Description

Job Title: Assistant Registrar Reports To: Registrar & Director of the School Location: Indore Employment Type: Full-time, On-campus Position Overview: The Assistant Registrar is a key administrative position responsible for overseeing and managing all non-teaching and academic support functions of a specific School within the University. The role is pivotal in ensuring seamless coordination between faculty, students, administrative departments, and external stakeholders. The incumbent will support the academic leadership in smooth functioning of operations including student administration, academic records, exams, faculty hiring coordination, infrastructure, compliance, and school liaison activities. Key Responsibilities: 1. Student Administration Manage student enrolments, onboarding, and issuance of student IDs. Maintain and monitor attendance records, ensure timely reporting and escalation of shortages. Track students academic performance and identify non-eligible/year-down cases as per academic regulations. Handle student leaves, withdrawal, transfer, and rejoining procedures in coordination with Registrar’s office. 2. Fees and Finance Liaison Ensure timely fee collection, maintain fee defaulters list, and coordinate with Finance for fee-related queries. Facilitate fee concession/scholarship documentation and compliance as per university policy. 3. Academic Operations Support Coordinate with timetable in-charge and faculty to publish teaching plans and class schedules. Ensure availability and functionality of classrooms, labs, and other infrastructure. Support in monitoring syllabus coverage, session plans, and student feedback. 4. Examination & Evaluation Coordination Liaise with the Examination Cell for timely exam scheduling, question paper collection, invigilation duty allocation, and result declaration. Ensure adherence to exam protocols and handle student grievances regarding exams, if any. 5. Faculty Coordination & HR Liaison Coordinate with HR and School Head for faculty recruitment, onboarding, appraisal documentation, and exit formalities. Maintain updated records of faculty workload, leaves, and contractual compliances. 6. Liaison and Communication Act as a single point of contact for the school for all inter-departmental coordination (HR, Finance, Examination Cell, Facilities, IT, Admin, etc.). Serve as a liaison between the School and external stakeholders, visiting delegations, and collaborating institutions. 7. Facilities and General Administration Oversee general upkeep of School infrastructure (classrooms, labs, seminar halls, equipment, etc.). Escalate and follow up on maintenance or IT support issues in coordination with Admin/Facilities/IT teams. Ensure adequate supplies and inventory for smooth school functioning. 8. Documentation, Reporting & Compliance Maintain accurate and updated records of all school functions. Ensure timely submission of MIS reports, accreditation data, regulatory compliances (NAAC/NBA/UGC/AICTE), and audit documentation. Support Director/Dean in preparing presentations, academic calendar, and annual reports. 9. Student Engagement & Support Assist in organizing student orientation, workshops, guest lectures, industrial visits, and co-curricular events. Address and route student grievances appropriately and ensure follow-up. 10. Additional Responsibilities Any other responsibilities assigned by the Management, Eligibility & Qualifications: Education: Postgraduate degree in any discipline (preferably in Management / Education / Administration / Social Sciences). Experience: Minimum 5 years of relevant administrative experience in a university or higher education institution. Prior experience in handling student records, academic coordination, or examination administration preferred. Skills & Competencies: Strong organizational and multitasking abilities. Excellent interpersonal and communication skills. Proficiency in MS Office, data management systems, and ERP platforms. Ability to coordinate across departments and work with diverse teams. High level of confidentiality, accuracy, and accountability. Strong problem-solving and crisis management skills. Show more Show less