Head of Admission and Registration Unit

1. Purpose

The purpose of this document is to present the job description of the Head of Admission and Registration Unit at Gulf University and describe the nomination and appointment criteria with related responsibilities.

1. Acronyms

A&R

Admission and Registration

GU

Gulf University

HEC

Higher Education Council

HOD

Head of Department

Information Technology

3. Reporting

The Head of Admission and Registration Unit shall report to the Vice President for Academic Affairs.

1. Responsibilities

The Head of Admission and Registration Unit shall be responsible for:

4.1 Leading the A&R Unit in the day-to-day duties and operations in accordance with the Unit's Scope of Work.

4.2 Implementing GU policies and procedures at the Unit and its offices.

4.3 Executing decisions of the University Councils.

4.4 Ensuring that Unit's budget is planned, prepared, implemented and monitored in accordance with university budgeting policy and procedures.

4.5 Developing Unit's annual operation/action plan.

4.6 Ensuring consistent provision of A&R services to students and maintaining its optimal levels.

4.7 Administering "programs promotion and students' attraction" events in collaboration with the Unit of Student Services.

4.8 Collaborating with Deans/HODs and IT Department to facilitate and enhance students' services (in terms of catalogues, manuals, leaflets, and registration records).

4.9 Organizing, scheduling, and issuing teaching timetables in collaboration with relevant Deans and HODs.

4.10 Administering admission process.

4.11 Administering students' registration/enrolment.

4.12 Administering student attendance.

4.13 Issuing transcripts.

4.14 Administering the graduation process.

4.15 Administering the graduation ceremony.

4.16 Preparing for the annual University Academic Calendar.

4.17 Archiving, maintaining, and updating students' files and records.

4.18 Processing student grievances, appeals and petitions related to admission, registration, and assessment.

4.19 Continuously working on developing registration and admission systems.

4.20 Leading the development and implementation of artificial intelligence (AI) strategies to enhance student experience, personalize communication, and automate administrative processes.

4.21 Managing and developing digital self-service platforms for students to ensure seamless and efficient user experience.

4.22 Continuously overseeing the development and updating of admission and registration systems, including Student Information Systems (SIS), to ensure alignment with latest technologies and best practices.

4.23 Ensuring student data security and protection of personal information in compliance with university policies and national regulations.

4.24 Developing and implementing advanced analytics solutions to support data-driven decision making and continuous process improvement.

4.25 Communicating with academic staff and administrators to successfully complete duties and responsibilities.

4.26 Submitting reports to Vice President for Academic Affairs about the performance of the Unit on a semester basis.

4.27 Performing other duties as assigned by Vice President for Academic Affairs.

5. Requirements

5.1 In principle, the Head of Admission and Registration Unit must possess a high professional reputation in IT and Students' Management Systems.

5.2 Gulf University recognizes the following qualifications for the Head of Admission and Registration Unit:

a) Minimum 2 years of experience in higher education institutions, with demonstrated competency in admission and registration operations.

b) Proven practical experience in managing and implementing Student Information Systems (SIS), database technologies (such as SQL), and cloud-based solutions.

c) Deep knowledge of artificial intelligence tools and their applications in education, with experience in leading digital transformation projects and process automation.

d) Exceptional leadership skills supported by high emotional intelligence (EQ), with demonstrated ability to manage change and lead teams toward achieving strategic objectives in a dynamic work environment.

e) Strong analytical mindset and ability to use data for informed decision-making and continuous process improvement.

f) Excellent interpersonal and communication skills with ability to engage effectively with diverse stakeholders.

g) Ability to create and maintain effective work relationships with staff and students.

h) Ability to deal effectively with stress and adapt to new and changing circumstances.

1. Nomination, Appointment, and Exemption from Office

6.1 The Head of Admission and Registration Unit shall be nominated by the Vice President for Academic Affairs in consultation with the President of the University and shall be appointed by the President of the University. The candidate must meet the requirements stated in Article (5) of this document.

6.2 The President of the University may exempt the Head of A&R Unit from office in any of the following cases:

a. lack of necessary competence or inability to perform his/her duties and tasks .

b. has lost one of the requirements of appointment stated in Article (5.2) of this document.

6.3 In case of exemption from office of the Head of A&R Unit, the President of the University shall appoint a new Director within 30 days from the date of exemption. Dealing with such a case shall be in accordance with Article (6.1) of this document.

1. Terms of Office

The term of office of the Head of A&R Unit shall be 2 years renewable.

8. Confidentiality The Head of A&R Unit shall not reveal any confidential information related to Gulf University unless authorized by the President of the University or the University Council. The Head of A&R Unit shall sign the 'Confidentiality Statement' when appointed.

Job Type: Full-time