Senior Assistant, Records
Department: Office of the Registrar
Entity: Aga Khan University
Location: Karachi, Pakistan
Introduction:
Aga Khan University (AKU), chartered in 1983 as Pakistan's first private international university, is committed to the provision of education, research and health care of international standard relevant to Pakistan and the region. The affiliated Aga Khan University Hospital has well-equipped investigative services and provides state-of-the-art clinical facilities.
Aga Khan University’s Office of the Registrar in Pakistan is primarily responsible for student recruitment/outreach and admissions, maintaining the integrity of student academic records, maintenance of the University's database, convocation ceremonies, providing secretariat support to the academic committees and complying with the University’s academic quality assurance policies.
As an equal opportunity employer, AKU believes in promoting a diverse and inclusive culture and is committed to adopt appropriate standards for safeguarding and promoting a respectful relationship with and between diverse workforce of its faculty, staff, trainees, volunteers, beneficiaries, wider communities, and other stakeholders with whom it works, including children and vulnerable adults and expects all employees/trainees and partners to share this commitment.
Responsibilities:
Reporting to the Associate Registrar or designee, you will be responsible to manage the front office and act as the first contact person on behalf of the Office of the Registrar for attending students and visitors and providing necessary information. You will also be responsible for receiving various requests and issuing documents to onboard students and graduates.
You will be:
- managing the front office and ensure timely and effective management of all student services for onboard students and alumni or their representatives. Student Services includes (but not limited to) receiving and issuing various verifications and attestations, leave applications, bona fide letter requests, transcript requests, Dean’s Letter/ MSPE requests, parchment name forms, group change requests, elective/selective forms etc. Also responsible for ensuring timely transfer of all requests to concerned individuals in the Records Office
- dealing with students, parents and visitors and provide all necessary information related to student services, electives and other information.
- managing and maintain data for original documents (receipt and issuance) for newly enrolled students and graduated students
- issuing and receiving PNC and PMC registration and licensing forms and documents
- managing and maintain data for ERAS appointments and coordinate with records office staff
- participating in convocation work including the issuance of graduation packs, receiving checklist and clearance forms, issue invitation cards etc.
- assisting in preparing various letters for on-board medical students for selective and electives
- scanning student file and relevant documents
- assisting in managing student enrollment and result processing
- receiving regular mails at the counter besides visiting various offices for delivery and collection of documents
- supporting in convocation and graduation related activities
- assisting with PNC and PMC enrollments/registration of newly admitted students
- participating and perform assigned duties at various departmental events
- any other task assigned by the management.
Requirements:
You should have:
- minimum bachelor’s degree.
- at least two years’ experience of working directly with students/youth preferably in an educational environment
- experience of working under minimum supervision in environments where there are tight time schedules
- excellent interpersonal skills and some experience in dealing with people
- proficiency in the use of Microsoft Office including Word, Excel, PowerPoint and Outlook; knowledge of PeopleSoft Campus Solutions will be an advantage
- ability to sit late and meet deadlines as required
Comprehensive employment reference checks will be conducted.
