The Administrative Officer (Records and Examinations) will support the effective management of student academic records, examinations administration and related academic services within the Registrar's Office. The successful candidate will ensure accurate, timely and secure management of examination records, student academic information, results processing and documentation in accordance with University policies, academic regulations and quality assurance standards. The position contributes to the University's commitment to academic integrity, efficiency, accountability, student-centred service delivery and excellence in higher education administration.

Responsibilities

• Assist in the administration and coordination of examination processes within the University,
• Maintain accurate and up-to-date student academic records and examination files,
• Support the preparation of examination timetables, examination schedules and related documentation,
• Coordinate the collection, processing, storage and retrieval of examination materials,
• Support the preparation and management of examination papers in accordance with University procedures,
• Ensure proper custody, confidentiality and security of examination records and materials,
• Support examination registration and verification of students eligible to sit examinations.,
• Assist in processing examination results and preparing results-related reports,
• Verify students' academic records for progression, completion and graduation purposes,
• Maintain accurate databases of student academic information,
• Assist in the preparation of academic transcripts, certificates, letters and other academic documents,
• Support the management of student registration records and updates,
• Assist in handling student academic enquiries relating to records, examinations and results,
• Support the processing of examination appeals, missing marks, corrections and related academic matters,
• Maintain proper filing and archiving systems for academic records,
• Ensure confidentiality and protection of student information in accordance with University policies and applicable regulations,
• Support the implementation and use of student information management systems,
• Assist in generating academic reports for the Registrar, Faculties, Departments and University committees,
• Support preparation of documentation for Senate, Academic Board and other academic committees,
• Assist in graduation preparations, including verification of graduating students,
• Work closely with Faculties, Schools, Departments and other University units on academic records matters,
• Support internal and external audits, quality assurance reviews and accreditation exercises,
• Participate in continuous improvement of academic administrative processes,
• Provide professional and courteous services to students, staff and other stakeholders,
• Perform any other duties assigned by the Academic Registrar, Deputy Academic Registrar or other competent University authority.

Qualifications

• A Bachelor's degree in Information Technology, Computer Science, Library Science Records Management, or a related discipline from a recognised university,
• At least two (2) years of relevant experience in academic administration, records management, examinations administration or related fields,
• Demonstrable knowledge of student records management and examination processes,
• Experience working in a university or higher education institution will be an added advantage,
• Knowledge and experience in using academic information management systems will be an added advantage,

Skills

• Strong knowledge of academic records and examination management procedures,
• Excellent ICT and Computer Skills,
• Excellent organisational and administrative skills,
• High levels of accuracy and attention to detail,
• Strong confidentiality and ethical handling of student information,
• Excellent computer skills, including database management and office applications,
• Ability to work under pressure and meet academic deadlines,
• Strong communication and interpersonal skills,
• Ability to maintain effective working relationships with students, academic staff and administrative staff,
• Strong problem-solving and analytical skills,
• Commitment to professionalism, integrity and quality service delivery.

Key Performance Areas

The Administrative Officer will be assessed on:

• Accuracy and Integrity of Academic Records,
• Effective Examination Administration,
• Timely Processing of Results,
• Student Records Management Accuracy,
• Accurate Transcript and Certification Support,
• Confidentiality and Data Protection,
• Adequate Academic Reporting and Documentation
• Effective Student Service Delivery
• Effective and Timely Support to Graduation Processes
• Effective Compliance with Academic Regulations and Quality Standards

• Assist in the administration and coordination of examination processes within the University,
• Maintain accurate and up-to-date student academic records and examination files,
• Support the preparation of examination timetables, examination schedules and related documentation,
• Coordinate the collection, processing, storage and retrieval of examination materials,
• Support the preparation and management of examination papers in accordance with University procedures,
• Ensure proper custody, confidentiality and security of examination records and materials,
• Support examination registration and verification of students eligible to sit examinations.,
• Assist in processing examination results and preparing results-related reports,
• Verify students' academic records for progression, completion and graduation purposes,
• Maintain accurate databases of student academic information,
• Assist in the preparation of academic transcripts, certificates, letters and other academic documents,
• Support the management of student registration records and updates,
• Assist in handling student academic enquiries relating to records, examinations and results,
• Support the processing of examination appeals, missing marks, corrections and related academic matters,
• Maintain proper filing and archiving systems for academic records,
• Ensure confidentiality and protection of student information in accordance with University policies and applicable regulations,
• Support the implementation and use of student information management systems,
• Assist in generating academic reports for the Registrar, Faculties, Departments and University committees,
• Support preparation of documentation for Senate, Academic Board and other academic committees,
• Assist in graduation preparations, including verification of graduating students,
• Work closely with Faculties, Schools, Departments and other University units on academic records matters,
• Support internal and external audits, quality assurance reviews and accreditation exercises,
• Participate in continuous improvement of academic administrative processes,
• Provide professional and courteous services to students, staff and other stakeholders,
• Perform any other duties assigned by the Academic Registrar, Deputy Academic Registrar or other competent University authority.

• Strong knowledge of academic records and examination management procedures,
• Excellent ICT and Computer Skills,
• Excellent organisational and administrative skills,
• High levels of accuracy and attention to detail,
• Strong confidentiality and ethical handling of student information,
• Excellent computer skills, including database management and office applications,
• Ability to work under pressure and meet academic deadlines,
• Strong communication and interpersonal skills,
• Ability to maintain effective working relationships with students, academic staff and administrative staff,
• Strong problem-solving and analytical skills,
• Commitment to professionalism, integrity and quality service delivery.

• A Bachelor's degree in Information Technology, Computer Science, Library Science Records Management, or a related discipline from a recognised university,
• At least two (2) years of relevant experience in academic administration, records management, examinations administration or related fields,
• Demonstrable knowledge of student records management and examination processes,
• Experience working in a university or higher education institution will be an added advantage,
• Knowledge and experience in using academic information management systems will be an added advantage,