Registrar and Admissions

School Registrar and Admissions OfficerAmbassador International Academy, Al Khail | DubaiEmployment type: Full timeAmbassador International Academy, Al Khail, is seeking an organised, proactive and service focused School Registrar & Admissions Officer to join our team.This combined role will manage student registration and records, coordinate KHDA registration requirements, and support the Admissions team in managing prospective families from initial enquiry through to enrolment. The successful candidate will combine strong administrative accuracy with confident parent communication and consistent follow up.Key Roles and ResponsibilitiesKHDA Registration and ComplianceManage student registration, re registration, transfers and withdrawals through the KHDA school portal, in accordance with current requirements.Verify registration documents, including Emirates IDs, passports, academic records and transfer certificates, and follow up on missing or incomplete information.Coordinate the completion of parent–school contracts and associated registration formalities.Maintain accurate student and parent information in the KHDA portal and school systems.Liaise with KHDA to resolve registration queries and escalate exceptional cases to school leadership.Support grade placement checks in coordination with the academic and admissions teams.Monitor registration deadlines and outstanding cases, keeping the relevant teams informed.Prepare registration reports and maintain records for audits and regulatory reviews.Admissions and Prospect ManagementRespond professionally to prospective parent enquiries received by telephone, email, online channels and in person.Understand each family’s requirements, including the child’s age, intended grade, proposed joining date and educational needs.Maintain accurate prospect records in HubSpot, logging communications, lead status, follow up tasks and next steps.Manage applications and admissions workflows through OpenApply, ensuring applicant records, supporting documents and application statuses remain accurate and up to date.Conduct timely follow ups with prospective families to support progression from enquiry to application, offer acceptance and enrolment.Schedule school tours, assessments and meetings with the relevant school teams.Support school tours and admissions events, presenting the school’s programmes and admissions process clearly.Assist with applications, approved offer letters and reminders for outstanding documents or acceptance requirements.Identify inactive or stalled enquiries, record reasons for non progression and highlight cases requiring further support.Work towards agreed response, follow up and enrolment objectives while providing a positive parent experience.Student Records and Enrolment CoordinationMaintain and verify complete, accurate and confidential student and parent records in iSAMS.Coordinate the transfer of confirmed applicant information from OpenApply to iSAMS, checking records for completeness and accuracy.Ensure confirmed admissions are handed over promptly to academic, reception, IT and other relevant teams.Support new families with joining arrangements and practical onboarding information.Assist with annual re enrolment, student record updates and withdrawal documentation.Reconcile admissions and enrolment information across iSAMS and the KHDA portal.Qualifications and ExperienceBachelor’s degree in Business Administration, Education or a related discipline.At least three years’ relevant experience in school registration, admissions or student administration.Hands on experience with the KHDA school portal and student registration processes.Experience in a Dubai private school is strongly preferred.Proficiency in Microsoft Office, particularly Excel, Word and Outlook.Excellent spoken and written English; Arabic or other language skills would be an advantage.Experience in an IB school would be an advantage.Skills and AttributesStrong attention to detail and the ability to manage multiple deadlines.Warm, professional communication and excellent parent relationship skills.A proactive approach to prospect follow up and problem solving.Sound judgement when handling confidential student and family information.Ability to work collaboratively with Admissions, Finance, academic teams and school leadership.Commitment to safeguarding, child protection and the school’s values.School Registrar & Admissions Officer – AIA Al KhailAmbassador International Academy, Al Khail, is committed to safeguarding and promoting the welfare of children. Appointment is subject to satisfactory references, background checks and applicable employment requirements.