Head of Academic Services (Office of Academic Services) - Lahore, Pakistan

Job Description

Reports to: Associate Vice Rector for Academic Affairs

Supervising responsibility:
Registration Coordinator, Degree Audit Coordinator, Scheduling and Postgraduate Coordinator, Academic Services Advisors

Position requirements:
Minimum Education and Experience:
16 years equivalent education with 10 years relevant work experience
18 years equivalent education with 8 years relevant work experience

Skills:
Excellent oral and written communication skills, particularly in English.
Ability to set and delegate work goals and meet deadlines.
Excellent supervisory skills.
Multitasking skills are required.
Ability to navigate student information systems.
Ability to perceive a need for change and implement that appropriately.
Ability to keep staff motivated to perform in a fast paced environment.
Ability to have vision for the office and implement that vision.
Ability to handle stressful situations.
Ability to deal with staff conflict with equity. Ability to set new standards as required.
Ability to explore the system to develop superior methods.
Integrity, honesty, fairness, composure.

Job Purpose/Summary:
The Head of Academic Services is responsible for the design, implementation, integrity and security of the student record system. He/she is responsible for collecting, recording and maintaining the Academic records of student performance in the University. He/she is responsible for Systematic gathering recording, processing and reporting of data and information vital to the academic life of students and the university. He /she works closely with the Head of Departments in their area of responsibility for record keeping, procedures to be followed in reports and analysis. This position is represented on the Vice Rectors Cabinet and in the Academic Council of the University.

Responsibilities:
Design and secure the student record system, keeping permanent college records of student enrollment and performance.
Accept student records from the Admissions process and start official student files.
Add to the file, information from various sources, including courses taken, grades received, graduation honors and student information, such as testing results.
Enforce and adhere rigidly to the university policy on records and to protect the integrity of same against falsification or unauthorized alteration.
Present the centralized student records to all authorized personnel with proper safeguards against loss and against disclosure of information to unauthorized persons.
Operate and supervise a system for enrollment, class scheduling, grading and other academic statistics.
Receive course offerings from each department
Ensure that the capacity offered by each department is appropriate
Supervise the setting up of the online course registration system for each semester
Request the open the online grading module to receive grades from instructors and inform faculty of dates in which grading is permitted
Follow up on missing grades to complete student records each semester
Extract Academic Probation lists from Empower for the Vice Rectors Office as requested
Extract data from empower to prepare reports of grade distribution by instructors and teaching loads in terms of student hours taught, courses, and other reports requested by the Vice Rector or the Rector.
Ensure that only authorized exceptions are processed at the Academic Office.
Set up the entire academic portion of the undergraduate and postgraduate catalogs, ensuring that:
Each addition is properly passed through Academic Council
Or has been approved in anticipation of Academic Council by the Vice Rector/Rector
Any change requested by the department Head is passed through the respective body and formalized into procedure.
Coding is not reused.
The efficacy of the database is maintained from the start when proposed programs are implemented.
Supervise the system of Independent Degree Audits for the University authorizing degree awarding.
Ensuring that the online Audits on Student Web Accounts are functioning properly
Verifying that any change requested by department Heads in audit catalogs are appropriately authorized
Forward the implementation of such changes to the Degree Audit Coordinator as applicable for all students
Authorize the processing of Independent Degree Audits for all students who have submitted their Degree Application Forms in anticipation of Commencement or requests for urgent degrees.
Assess the need for exceptions and obtain authorization for such through the Head of department and the Vice Rector.
Process authorized course substitutions or waivers directly
Award degrees through Empower.
Sign off on lists of Graduating students for each Commencement:
Provide these lists to the appropriate offices for further processing:
For degree issuance and publication in the Graduation booklet to the Registrar
For career placement to the Career Placement Office
For Alumni related work to the Advancement Office
And others upon request
To post an appropriate version of these lists online for verification purposes
Communicate with the Vice Rectors Office for timely solution of student issues and to this effect:
Adjust policy as necessary and have this published in the next catalog through appropriate approvals or communicate to students as appropriate.
Enforce policy as necessary keeping in view the larger interest of the University.
Redirect or forward requests and examine exceptions.

Communicate with:
Continuing students through SMS informing them of updates issued by the Academic Office
Faculty through email to send out important notifications and deadlines for adherence to the Academic Calendar.
Deans on exception related issues
Various offices on planning of academic programs/process or changes to them
Supervise the preparation of information for HEC to be submitted on their supplied formats:
Enrollment Data
Graduation Data
Any other information required from student records.
Issue Student Certificates and official transcripts to students as requested
Sign off on all certificates and transcripts.
Draft letters that are not on the regular format within bounds of policy.
Supervise the processing of student verification requests:
Deposited in the office for Scholarship through the Benevolent Fund, Campus Society elections, Financial Aid procedures etc.
Sent via email or mail for admission into International Universities or work by HR offices.
Inform University officials or third parties of fraudulent activities by:
Exposing fraudulent records presented to the University for Verification and asking third parties not to accommodate such fraud.
Fining per policy or handing over to the Academic Integrity committee any student who is forging signatures or falsifying University records respectively.

Travel:
Some traveling to attend meetings, workshops, and conferences/trainings, including abroad

Work Environment:
Stressful working conditions due to constant pressure to meet goals. Multiple tasks are going on simultaneously.
The noise level in the work environment is not typical of most office environments because of intense public dealing.

Apply Instructions for this Job

Unfortunately, the job you are looking for is closed.

Find Similar Jobs