Admission and Registration Officer

JOB VACANCY: ADMISSION AND REGISTRATION OFFICER

Organization:RULI HIGHER INSTITUTE OF HEALTH (RHIH).

Department:Office of the Academic Registrar.

Job Level and Type: Level 3 - Full time.

Reports to:Academic Registrar / DVCAAR.

The age range: 28-45 Years.

Location:RHIH Headquarters in Ruli Sector, Gakenke District, Northern Province.

1. Job Summary

The Admission and Registration Officer at RULI HIGHER INSTITUTE OF HEALTH is tasked with managing and coordinating student recruitment, admission processes, enrollment tracking, and academic records management. This role ensures the efficient administration of the student lifecycle from initial application and entrance evaluation to graduation and alumni record-keeping. The officer will keep rigorous standards of data integrity, compliance with higher education regulatory bodies, and seamless customer service for prospective and current students across all academic programs, including health sciences and allied training departments.

2. Key Responsibilities and Duties

A. Admission Planning and Execution:

• organize annual student admission campaigns, including drafting admission guidelines, publishing calls for applications, and liaising with marketing and academic departments.
• Process student applications, verify academic credentials (transcripts, certificates, and national/international equivalences), and ensure compliance with admission criteria set by the Institute and regulatory bodies (e.g., Higher Education Council - HEC, Ministry of Education).
• Administer entrance examinations, interviews, or selection assessments for eligible applicants in collaboration with faculty panels.
• Issue admission letters, provisional acceptances, and enrollment packages to successful candidates.

B. Student Registration and Enrollment Management:

• oversee the official registration and enrollment processes for new and continuing students each academic semester or year.
• Verify fee payments, financial clearances, and scholarship documentation prior to finalizing student course enrollment.
• keep and update student enrollment databases, class lists, and institutional management information systems (MIS/ERP).
• manage module/course registration adjustments, add/drop periods, deferrals, transfers, and academic leaves of absence in accordance with academic regulations.

C. Academic Records and Data Management:

• keep secure, accurate, and confidential academic records for all enrolled and graduated students in compliance with institutional policies and data protection laws.
• Process requests for academic transcripts, certificates, confirmation letters, and testimonials.
• organize grade entry processes, academic standing reviews, and compilation of semester results for presentation to faculty boards and the Senate.
• produce comprehensive admission and enrollment statistical reports for management, the Board, and external regulatory bodies.

D. Compliance, Accreditation assist, and Liaison:

• Ensure all admission and student record practices conform to national higher education laws, institutional statutes, and professional health training accreditation standards.
• help with organizing graduation ceremonies, student orientation programs, and matriculation events.
• Collaborate with internal and external audit teams by providing requested documentation on student enrollment, credit transfers, and graduation tracking.
• Act as a primary contact point for prospective students, parents, and sponsors regarding admission requirements, tuition structures, and academic calendars.

E. Special Projects and Continuous Improvement:

• Participate in the evaluate and updating of institutional admission and registration policies, workflows, and digital platforms.
• help with evaluating and upgrading Student Management Information Systems (MIS) to enhance online application, fee integration, and self-service registration.
• Stay current with developments in higher education administration, student tracking technology, and regulatory framework changes.

3. Qualifications and Experience

• Education:Bachelor’s degree in education, Public Administration, Information Technology, Business Administration, Statistics, or a related field. A master’s degree in these areas or in Educational Management is an added advantage.
• Professional Certification:Certifications in database management, data analytics, or higher education administration are desirable.
• Experience:
  • Minimum of 3 to 5 years of progressive professional experience in student records management, academic administration, admissions, or institutional data management, preferably within a higher education institution or tertiary training center.
  • Demonstrated experience in using Student Management Information Systems (MIS), Enterprise Resource Planning (ERP) software, or advanced database management tools.
  • Strong familiarity with higher education regulations, credit accumulation systems, and accreditation standards.

4. Required Skills and Competencies

A. Technical Skills:

• Thorough knowledge of student administration principles, academic regulations, and enrollment management best practices.
• Strong understanding of database structures, data validation, and record confidentiality protocols.
• Proficiency in data analysis and productivity tools (e.g., advanced Excel, database queries, and reporting software) to oversee large student datasets.
• Familiarity with digital student portals and online application platforms.

B. Soft Skills:

• Analytical and Critical Thinking:Ability to analyze enrollment trends, evaluate complex student credential files, and verify admission eligibility accurately.
• Communication:Excellent written and verbal communication skills, with the ability to draft clear institutional correspondence, guidelines, and reports.
• Interpersonal Skills:Strong ability to build positive relationships with prospective students, faculty members, parents, and administrative colleagues.
• Problem-Solving:Proactive and customer-focused approach to resolving student registration issues, timetable clashes, or records discrepancies.
• Integrity and Objectivity:Unquestionable professional ethics, strict adherence to student data confidentiality, and impartial application of admission rules.
• Attention to Detail:Meticulous in verifying academic credentials, transcribing grades, and managing student files.
• Time Management:Ability to oversee high-volume workloads during peak admission and registration periods, meet strict deadlines, and perform effectively under pressure.

5. Personal Attributes

• High level of professional integrity, patience, and strict confidentiality regarding student records.
• Welcoming, approachable, and diplomatic nature with excellent customer service orientation.
• Adaptable and resilient in a dynamic academic and healthcare training environment.