Administrative Officer

Job Objective

• Student Registration
• Progression & Completion
• Student Request / Customer Services
• Conduct of any Examination
• Student File Management
• Other Administrative duties required

• Handling Student Registration
  • Preparation of student list for new intake students
  • Coordination with IT team for the creation of GBS student mails
  • Sending welcome mails to students with their email credentials
  • Creation of Batches in the system as per the workload allocation / Class Schedule.
  • Enrolment / Unenrollment of student units in Academia
  • Notifying IT team on the update of enrolment/ unenrollment of students in Moodle
  • Short Course student enrolment
• Preparation and Review of Student List for:
  • PSA Exam
  • Student Enrolment / Registration
  • Student Activation in Academia
  • Student Attendance
• Follow-up pending attendance entry of Student from Faculty
• Closing and Completion of Registration
• Review of Enrolment / Postponement / Deferral / Cancellation
• Review and Register Students for Retake Units and Enrolling students for Retake Units Courses
• Preparation of Class Attendance Sheet
• Review and Re-activate Old PPND / Deferral Students
• Review and Updates of Student Strength
• Preparation of Student Demographic as and when required
• Preparation of KHDA’s required data in coordination with Sr. Admin Manager
• Preparation of Pearson Certificates for KHDA attestation
• Preparation and review of Semester Progression and Retention of Students
• Review of Graduating Students and Academic & Admissions Documents
• Review of Pending Students Academic Status & take necessary action
• Student File Management
  • New
    • Review of new student files
    • Auditing of documents
    • Follow-up missing documents
    • Updates of documents
  • Existing
    • Auditing of documents
    • Follow-up missing documents
• File Audit Management
  • Personal Information Updates / Photo
  • Passport & Visa Updates / Document Expiry
  • Contact Details (Local & International)
• Student File Scanning and Uploading
• Preparation and Printing of GBS Completion certificates and transcripts
• Preparation of Marks' Transcript upon student request
• Develop and maintain a filing system
• Preparation of student list for Registration to Pearson EOL.
• Compilation and Preparation of Pearson invoices for Finance payment.
• Assist in conduct of all examinations (Diagnostic / PSA / ACCA)
• Class & Attendance Reports
• Handling student request
• Calling students for different purposes
• Coordination with various governing bodies
• Review and calling of Students for the ff:
  • Missing student documents / details
  • Retake Units
  • Postponement / Cancellation / Re-activation
  • Withdrawal Students
  • Pending Documents submissions
• Publishing of results
• Assist in the preparation of regularly scheduled reports
• Other Student Administrative duties required

Functional Role:

• Student Registration
• Progression & Completion
• Student Request / Customer Services
• Student File Audit
• Conduct of Examination

Knowledge/ Skill Area Knowledge Level

• Ability to communicate effectively in writing and to prepare written and electronic documents.
• Ability to plan, implement, evaluate and report activities conducted
• Ability to communicate orally, both in person and by telephone.
• Ability to present oneself in an authoritative manner to the students and professional manner to the Faculty members
• Ability to be both consistent and flexible as circumstances warrant.
• Ability to remain calm and supportive in administrative emergencies and/or crises when provided with appropriate supervision and direction.
• Be energetic and have a positive attitude

• A bachelor’s degree in any field from an accredited college or university.
• Proficient in MS Office (Excel, Word, PowerPoint) and other office applications
• Familiar with IT Systems (for data management and reporting purposes)
• Excellent communication skills to address student queries (both in person and email queries)
• Candidates with experience in Academic Institutions (in the similar role) – Essential
• Good collaborator and team player.

• 3 to 5 yrs. of experience in the same field