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Ashesi's mission is to propel an African renaissance by educating ethical, entrepreneurial leaders. Located in Ghana, this private, non-profit university combines a rigorous multidisciplinary core with degree programs in Computer Science, Business Administration, Management Information Systems, and Engineering. A student-led honour code, integrated community service, diverse internships, and real-world projects prepare students to develop innovative solutions for the challenges facing their individual communities, countries, and the continent at large.

Job Summary: The Officer will be responsible for duties related to maintaining accurate academic records and for processing documents related to admissions, registration, and final grades. Officer will work closely with departments across the university to provide accurate scheduling of all programs.

Report to: Assistant Director – Academic Registry

Duties

Data Entry and Registration

• Prepare and sort source data for entry into data system.
• Enter student, faculty, and academic records into relevant databases.
• Check and resolve discrepancies in information in system and obtaining further information for incomplete documents.
• Maintain accurate academic records in the processing of changes in student circumstance from admission, transfers, withdrawals, re-enrolments, and grades.
• Retrieve data from the database or electronic files as requested.
• Assist with online course registration ensuring students success to include approvals, waivers & additional courses, late drops.
• Create data backups.

Scheduling

• Keep the university course catalogue and update information as presented and approved in the database system.
• Keep an inventory of rooms to manage and ensure the efficient utilization of available classroom space.
• In consultation with Assistant Director, determine and monitor deadlines for semester schedule submissions.
• Develop course and examination schedules for all programs.
• Identify and resolve scheduling conflicts by prioritizing constraints.
• Publish semester schedule.
• Provide support and advice for administering course and examination scheduling activities.
• Act as a liaison with Faculty, and other departments to ensure the efficient administration of exams for all students including special arrangements for students with disabilities.

Administration

• Support the Assistant Director to plan, coordinate, and deliver training sessions on relevant procedures, and policies.
• Support the Assistant Director to write variety of documents including but not limited to procedure manuals and correspondence.
• Assist students, staff, and faculty with general information and the processing of online enrollment verifications, transcripts, address changes, student schedules.
• Perform other related duties as assigned by the Director of Academic Registry

Skills/Competencies

• Demonstrated ability to use software effectively to manage and process student data and academic records.
• Experience in scheduling software systems,
• Intermediate to advanced expertise in the use of Microsoft Office suite
• Comfortable with learning new technology tools for information gathering and sharing; ability to instruct/assist others in use of these tools.
• Excellent organizational skills, including the ability to set priorities and meet deadlines.
• Demonstrated knowledge of academic programs and courses and demonstrated ability to remain up to date with evolving academic policies, and registration procedures.
• Strong interpersonal, written, and oral communication skills including ability to communicate effectively with a diverse range of people and situations.
• Keen attention to detail
• Should possess excellent organization skills.
• Should be skilled at multitasking.
• Must be a critical thinker and quick at problem solving.
• Ability to work effectively as a team member and to promote a team environment.
• Commitment to confidentiality of records and all information by virtue of the position held.
• Commitment to the vision, mission, and core values of Ashesi University

Qualification

• Successful completion of an undergraduate bachelor’s degree.
• A minimum of two (2) years of experience in educational administration or a higher education environment in a Records, Registration, Scheduling and/or Systems.
• Knowledge and significant experience of working on schedules in a higher education environment.
• An understanding of academic scheduling and related requirements in higher education environment.