Registration Specialist

Serve as the custodian of student academic records and data, ensuring their accuracy, completeness, and integrity across the student information system through diligent data entry, ongoing data cleaning, and regular validation. Safeguard compliance with MBZUAI policies, information-security and privacy protocols, and applicable regulatory requirements, and deliver accurate, timely data, reports, that support institutional decision-making, and audit readiness. Produce official transcripts, letters, and documents — including enrolment verification, completion and graduation letters, and equivalency and attestation correspondence with the Ministry of Education — verifying each against source records before release. Provide hands-on support to the registration, scheduling, and student information system processes of the Office of the Registrar, advise students and faculty members on related policies and procedures, and deliver high-level administrative support to ensure efficient and effective office operations.

Key Responsibilities

Records & Data Maintenance:Administer all e-services and academic forms related to student records, ensuring requests are processed accurately and within service timelines. Update and maintain electronic student records using the student information system, ensuring accurate data entry, data management, and data reporting in accordance with MBZUAI information security and privacy protocols. Define and apply business rules for data quality, term setup, and census checkpoints; coordinate degree-audit readiness and grade/standing cycles to keep records complete and audit-ready. Perform routine data cleaning and validation across student records, identifying and correcting duplicate, incomplete, or inconsistent entries, resolving discrepancies, and maintaining the integrity of academic data throughout each term. Administer academic databases in adherence with organizational security and privacy protocols, safeguarding the confidentiality of student information at all times. Letters, Transcripts & Official Documents:Produce transcripts, reports, and letters for students related to their academic record that comply with MBZUAI policy. Prepare and issue enrolment verification letters, completion and graduation letters, to-whom-it-may-concern letters, and other official correspondence requested by students and alumni. Liaise with the Ministry of Education on matters related to equivalency letters and attestation of students’ diplomas, ensuring documents meet regulatory requirements. Verify the accuracy of all data contained in official letters and documents against source records before release, ensuring each document is correct, properly formatted, and issued in a timely manner. Maintain organized records and logs of all letters and documents issued, ensuring traceability and consistency of official outputs. Registration & Scheduling Support:Assist with the online registration process, serving as a point of contact for student queries and providing guidance and support to the Registration team as required. Support the processing of add/drop requests from students and academic departments, providing guidance where necessary and helping resolve queries and conflicts. Assist with the production of the class schedule in the student information system under the direction of the Associate Registrar, and help amend student schedules according to approved requests, ensuring compliance with MBZUAI rules.Systems, Processes & Continuous Improvement:Support the functional design, configuration, and adoption of the student information system, ensuring compliance with Registrar’s Office policies, processes, and optimal efficiency of services. Map and optimize Registrar’s Office processes (registration, add/drop/withdrawals, grading, academic standing, graduation, records) and embed them in the system using standard features. Define and publish standard operating procedures, controls (maker–checker), and service routes, and ensure staff can execute consistently. Establish a simple intake for enhancements; prioritize items that reduce manual work and improve service quality, and continuously review administrative systems and recommend well-researched improvements, including smart utilization of IT and AI. Train and support staff from other departments on the use of Mangrove, delivering guidance, quick reference materials, and hands-on sessions to build system proficiency and ensure consistent use across the University. Communications & Advice:Advise the Associate Registrar on the development and continuous improvement of policies and procedures related to the duties of the Office of the Registrar.Provide accurate and timely communications and advice that ensure MBZUAI policies and procedures administered by the Office of the Registrar are known and understood by students and faculty members. Student Liaison:Coach students on the University’s policies and procedures relating to registration, attendance, add/drops, and progression, ensuring students fully understand their academic and administrative responsibilities. Communicate and correspond with students about issues such as academic status and requirements to maintain scholarships, ensuring advice and directions reflect MBZUAI policies and are recorded. Receive and respond to student complaints in accordance with MBZUAI policies and procedures, counselling students, advising of processes, and escalating concerns according to procedural requirements. Administrative Support:Ensure smooth running of the Office of the Registrar’s daily operations by developing and maintaining an efficient task tracking system that monitors pending tasks, allocates responsibilities, and ensures requisite tasks are completed in a timely manner. Greet and receive visitors to the Office of the Registrar in a professional and friendly manner, and issue student ID cards, ensuring appropriate assistance and hospitality is provided. Contribute to the planning and execution of special projects and events that require involvement of the Office of the Registrar, ensuring all logistics and details are handled to deliver a successful, well-organized experience. Academic Qualifications:A minimum of a Bachelor’s degree in Business Administration or a related field. A postgraduate degree in a related field will be preferred.Professional Experience:EssentialAt least five years’ experience working in a customer-facing administrative position.At least two years’ experience working in a higher education organization in an administrative role.Experience interpreting, complying with, and advising on complex organization or regulatory policies.Experience administering academic databases in adherence with organization security and privacy protocols.Strong written communication skills.Proficiency in Microsoft Office and Outlook.Excellent people skills with the ability to gain and maintain trust.Evidence of strong organization and time management skills.Demonstrable project management skills.Ability to prioritize tasks and handle multiple assignments simultaneously.Attention to detail with the ability to produce high-quality work under tight deadlines.Flexibility and adaptability in a fast-paced, changing environment.Demonstrable commitment to customer service excellence.PreferredArabic language speaker.Experience working in the UAE.