Registrar (Manager Level)

University of Global Health Equity (UGHE) Kigali, Rwanda


Job Title: Registrar (Manager Level)

Reports to: DVC, Academics and Research Affairs

Location: Kigali

Role overview:

The Registrar of UGHE will provide leadership and oversight to all aspects of student academic records, academic scheduling, student registration, withdrawal and termination, and the recording and reporting of grades compliant with university and national regulations. The Registrar will also be responsible for establishing, implementing and leading processes related to the equitable and consistent administration of policies and procedures related to academic record keeping and grade reporting.


Specific responsibilities include:

Student grades and records

  • Create and maintain effective mechanisms for student records management, including records processing, distribution, storage and retrieval
  • Ensure student grades are reported and recorded safely and accurately, in accordance with UGHE and national standards
  • Manage and issue student academic records, including grade reports, official and non-official transcripts, diplomas, certificates and other relevant records
  • Respond to all national and international queries with regards to authentication of records, transmission of official documents and records
  • Endorse official academic records of the institution
  • Create and lead processes for complaints or queries related to academic records
  • Keep archives of all academic curricula and syllabi
  • Manage transferred credits

Academic scheduling and calendar

  • Oversee annual institutional academic calendar and propose changes where necessary, working alongside academic units and the UGHE academic administration
  • Oversee and ensure the teaching and assessment schedule is respected
  • Oversee final examination schedules and classroom bookings

Student Information System administration

  • Lead and oversee all management of UGHE’s Student Information System (SIS), including:
    • Ensuring the SIS and learning management system (LMS) are synced to allow seamless transfer of grades and student records between systems
    • Register students in the SIS and LMS when admitted into UGHE
    • Work with Academic Departments to create courses aligned to correct terms in the SIS and LMS
    • Assure all students receive their academic standing within the time specified by the UGHE policies and regulations

Committees and cross-departmental work

  • Participate in core committees of UGHE, including the Academic Commission and program Academic Councils
  • Work very closely with and participate in the functions of the Office of Admission and Student Services
  • Work very closely with Academic units in matters related to student grades, progression and record keeping
  • Lead the planning and implementation of graduation

Development of the Office of the Registrar

  • Recommend a relevant and realistic structure for the Office of the Registrar to the senior leadership of UGHE
  • Develop and lead all processes related to the establishment of the Office of the Registrar at UGHE

Qualifications and competencies

  • Minimum Masters degree in education, educational administration/management, or other related fields
  • Proven experience as an academic registrar/assistant registrar for minimum of 3 years
  • Experience and proven track record in developing and leading academic administrative processes
  • Ability to develop, implement and lead new and innovative processes from the ground up, taking into account the unique context and fast growth of UGHE
  • High attention to detail
  • Strong skills and experience in using different softwares including Student Information Systems, Learning Management Systems, Google Suite
  • Ability to work in a fast-paced environment, across multiple teams and multiple projects
  • Strong leadership and project management skills
  • Strong written and spoken English, French and/or Kinyarwanda desirable
  • Commitment to educational development and social justice strongly preferred