Student Records Specialist, Office of the Registrar

The Specialist performs the following duties and responsibilities:

is responsible for strict compliance with institutional policies and legal regulations to protect confidential information about students processed within the Division’s mandate;

actively participates in development of and implements the regular review of methodology, rules, policies, and procedures to establish requirements ensuring the storage of students files is neat and clear;

provides expertise, business process analysis, change management, and other performance improvement for the quality improvement of storage of students files in the Division;

actively participates in the degree conferral process by preparing high-school certificates for graduation package;

is responsible for proper communication of methodology, rules, policies, and procedures related to the storage of students records and files to NU staff members by delivering training sessions, workshops, handouts, etc.;

creates, edits, and updates annual File Register of the Division;

provides administrative support in the acceptance of students files from schools and other divisions in accordance with the internal documents of the Employer;

provides administrative support in the submission of documents of the Division to the University archive in accordance with the approved File Register;

provides administrative support in the submission of students files to the University archive in accordance with the approved the File Register;

is responsible for the registration of orders/decisions on the change of students’ academic status and communication of these orders/decisions to other divisions;

with the Senior manager, actively participates in the process of development, implementation and maintenance of the Student Information System within the area of responsibilities;

actively participates in the process of budget development and realization for the corresponding financial year and the medium-term within the framework of the supervised area;

ensures regular update of procedures manuals in the area of responsibilities;

participates in identification, evaluation, management and monitoring of risks within the framework of supervised direction;

participates in translation of experience to other universities;

works with other areas of Division as needed;

is responsible for strict compliance with institutional policies and legal regulations to protect confidential information about students processed within the Division’s mandate;

timely and properly executes the tasks of the line manager and the University`s management;

stays updated on the legislation of the Republic of Kazakhstan and the Employer`s internal documents;

is responsible for exercising the labor and performance discipline;

is responsible for ensuring the integrity of official documents, and prevention of the disclosure or leakage of confidential and business information, as well as information of restricted access in accordance with the legislation, Charter and internal documents of the Employer;

in case of dismissal, is responsible for timely transfer of all paper documentation, digital information, inventory to another employee as instructed by the line manager (to be certified by the act of acceptance-transfer).

Qualifications

Education:

• higher-professional, preferable from the higher education institutions with English language of instruction
• the minimum degree - Bachelor/Specialist

Work experience:

• for a bachelor's or specialist degree, at least one year of relevant work experience in fields relevant to the functional areas of the particular position in international and/or national companies;
• no work experience is required for a master's degree in a relevant field.
• work experience in Higher Education, and student records management is an advantage;
• knowledge of documentation support;
• management of archives;
• experience of documentation audit

Knowledge:

• knowledge of the Republic of Kazakhstan legislation in the field of education;
• knowledge of the educational system of the USA and European countries;
• fluency in English, Kazakh and Russian languages;

Skills:

• time management;
• effective communications skills;
• information management skills;
• ability to work in a team and independently;
• ability to work effective under tight deadlines;
• analytical thinking skills;
• organization skills;
• attention to details;
• problem solving skills
• conflict management skills;
• project planning and maintenance;
• leadership;
• creativity;
• customer service;
• responsibility