Registrar

Our Client is a non-profit organization to support education within the Malaysian Indian community. It provides education loans to students pursuing higher education to reduce financial barriers. Our Client operates institutions, offering academic and vocational programs. The organization supports community education initiatives, including module development for Tamil schools.

Job Summary:

The Registrar serves as the chief administrative officer overseeing academic and student affairs, strategic planning, compliance, and campus operations. The role involves managing student admissions, examination processes, academic records, regulatory compliance, security, and outsourced services while ensuring adherence to Malaysian Qualifications Agency (MQA) and Ministry of Higher Education (MoHE) guidelines.

This position requires strong leadership, organizational efficiency, and an ability to work closely with various stakeholders, including students, faculty, government authorities, and external service providers.

Key Responsibilities:

Academic Administration & Student Records Management

1. Oversee student admission, registration, examination processes, and academic records to ensure efficiency, accuracy, and compliance with MQA regulations.
2. Manage the examination department, ensuring proper scheduling, security, and confidentiality of examination processes.
3. Ensure implementation of student grading, transcripts, and degree issuance policies in coordination with academic leadership.
4. Supervise and manage the university's Learning Management System (LMS) and Content Management System (CMS) for seamless academic operations.
5. Ensure student records are securely managed and aligned with data privacy regulations.

Strategic Planning & Institutional Governance

1. Align the Registrar's Office functions with the COO's office and university's strategic goals.
2. Develop and implement policies for student admissions, examinations, and academic records to improve institutional effectiveness.
3. Provide periodic reports and updates to the Board of Directors and Senior Management on academic administration performance.
4. Ensure effective coordination between academic and administrative departments for continuous improvement initiatives.

Regulatory Compliance & Government Liaison

1. Serve as the primary liaison with government regulatory bodies, including MQA, MoHE, and other accreditation agencies.
2. Ensure compliance with higher education laws, institutional accreditation requirements, and quality assurance standards.
3. Oversee the preparation of accreditation reports, audits, and institutional reviews for regulatory agencies.
4. Implement institutional policies in line with MQA's Code of Practice for Institutional Audit (COPIA) and Code of Practice for Programme Accreditation (COPPA).

Student Support & Campus Management

1. Supervise student support services, including welfare, academic guidance, and grievance resolution.
2. Oversee and enhance campus accommodation management to ensure a safe and conducive living environment.
3. Monitor health clinic operations to ensure adequate healthcare services for students and staff.
4. Collaborate with student affairs and academic departments to improve student retention and success rates.

Marketing, Outreach & Institutional Branding

1. Support university marketing and outreach strategies to attract a diverse and high-quality student body.
2. Work with the marketing team to promote university programs while ensuring alignment with academic regulations.
3. Engage with external stakeholders, including educational consultants, industry partners, and alumni networks, to enhance the university's reputation.

Security & Safety Oversight

1. Supervise the Security & Safety Department to ensure a secure campus environment.
2. Implement risk management policies and emergency response protocols.
3. Ensure that campus safety procedures comply with regulatory and occupational safety standards.

Outsourced Services & Vendor Management

1. Monitor and oversee outsourced services such as facility maintenance, food services, security, and IT infrastructure.
2. Ensure vendors meet contractual obligations and adhere to university standards.
3. Implement policies to enhance cost-effectiveness and service quality for outsourced operations.

Supervision of Non-Academic Audits

1. Conduct periodic non-academic audits to assess administrative efficiency and compliance with university policies.
2. Oversee audits related to student services, campus facilities, and financial aid administration.
3. Identify areas for process improvement and ensure timely corrective actions.

Digital Transformation & Process Automation

1. Lead initiatives for automation of student services, admissions, and academic records management.
2. Ensure integration of student data management systems with national education databases.
3. Oversee IT and administrative digitalization efforts to enhance operational efficiency.

Qualifications & Experience:

1. Education:
2. Masters degree in Higher Education Administration, Business Administration, Law, Public Administration, or a related field.
3. A PhD or Doctorate in Education Management or Business Management is preferred.

Experience:

• Minimum 10 years of experience in university administration, preferably as a Registrar or in a senior leadership role.
• Prior experience in handling university accreditation, student records, and examinations.
• Strong understanding of MQA and MoHE compliance processes.
• Experience in managing outsourced services, campus security, and health facilities.