Registrar

Apeejay Education; Punjab; On-site; INR 1,800,000 - 2,600,000; Full time

Job summary

Apeejay College of Fine Arts, Jalandhar, seeks an experienced Registrar to lead institutional governance, academic administration and regulatory compliance. The role involves safeguarding records, coordinating examinations, and ensuring adherence to GNDU/UGC rules.

The Registrar will drive policy development, audits and liaison with authorities, while managing staff records, governance committees and institutional partnerships.

Qualifications

• Must have knowledge of GNDU regulations, approvals and accreditation processes.
• Strong governance and administrative management experience.
• Excellent oral and written communication, presentation and analytical skills.
• Proficient IT skills including MS Excel and MS PowerPoint.

Responsibilities

• Oversee institutional governance and administration, statutory compliance and record keeping.
• Coordinate academic administration, admissions, registrations and examinations calendars.
• Develop and review institutional policies ensuring GNDU/UGC compliance.
• Liaise with auditors and regulatory authorities; manage audits and compliance.</br>
• Manage confidentiality and coordinate archival and digitization of records.

Skills

Communication skills

Presentation

Analytical skills

MS Excel & PowerPoint

Education

Master's Degree with 55% marks

15 years administrative experience with 8 years as Deputy Registrar

Tools

None

Job description

Registrar for Apeejay College of Fine Arts, Jalandhar (Punjab)

About Us:

Dr. Stya Paul, Founder Chairman, Apeejay Education Society laid the foundation of this unique Institution way back in 1975 with a vision which only a philanthropist and social thinker could nourish. Looking ahead of his times, he gave the City of Jalandhar an Institution which was the first of its kind in the whole of Northern India, where education was imparted to the students laced with moral, social and cultural values. He brought Fine Arts from the fringes to the fold, offering various courses in Fine Arts to the youth. Today, the small sapling planted by him with a farsighted vision has indeed come a long way and has shown unprecedented and phenomenal growth over the years under the care and guidance of Mrs. Sushma Paul Berlia, esteemed Chairman, Apeejay Education Society.

About The Role:

This incumbent shall be responsible for the overall administration, statutory compliance, governance, academic administration, regulatory liaison, institutional records, and coordination of the Institute's administrative functions. The Registrar shall act as the custodian of the Institute's records, common seal, and such other property as may be entrusted by the Chairman/Management.

Job Responsibilities:

Institutional Governance & Administration

• Committee work – Meeting of statutory bodies of the Institute; preparation of agenda, scheduling statutory committee meetings, recordings of the minutes of the Board and other meetings, keeping records of the apex bodies of the Institute, issue of notices for the convening of meetings of all Committees
• Advise committees on administrative procedures in order to facilitate and ensure that regulatory requirements are met and support and advise Faculty staff (academic and non-academic) on the Regulations.
• Custodian of the records and such other property of the Institute as the Board of Governors or may commit to his/ her charge, and to ensure proper record keeping and digitizing of records.
• Coordinate and ensure timely compliance with all matters relating to Guru Nanak Dev University (GNDU), UGC, Government of Punjab and other statutory and regulatory authorities and monitor notifications issued by GNDU, UGC, Government of Punjab and other statutory authorities.
• Lead and coordinate all activities relating to NAAC Accreditation, IQAC, AISHE (where applicable), Academic and Administrative Audits and other quality assurance initiatives.
• Oversee & manage all activities relating to affiliation, continuation of affiliation, approvals, inspections, recognitions and accreditation processes.
• Directly responsible to the Chairman or her delegate in providing overall support and assistance in developing operational plans to deliver services efficiently and effectively in the Institute.
• Maintain the Common Seal, statutory records and other records entrusted by the Management and coordinate all statutory, regulatory, academic, administrative and internal audits and ensure timely availability of records, documentation and institutional support required for the audit process.
• Liaise with internal auditors, external auditors, University representatives and regulatory authorities during audit and inspection exercises.
• Monitor and facilitate timely implementation of audit observations, recommendations and corrective actions in coordination with the concerned departments.
• Maintain a central repository of audit reports, compliance records, action taken reports and supporting documentation.
• Periodically review institutional compliance status and submit audit and compliance updates to the Hon'ble Chairman/Management.
• Conduct and oversee all regulatory legal correspondence of the Institute, including that of the Board of Management, Academic Council, Board of Studies, Institute Boards and other statutory committees.
• Execute agreements, authenticate records and sign official documents on behalf of the Institute, as authorized by the Chairman/Management

Academic Administration

• Coordinate preparation and implementation of the Academic Calendar.
• Coordinate commencement and closure of each academic session.
• Ensure implementation of the academic regulations.
• Coordinate admissions, student registration, eligibility and migration.
• Maintain student records.
• Function as a team member in the development and implementation of processes necessary to accomplish the goals and philosophy of the Institute.
• Provide support to the Office of Development, as and when required, in areas such as student admissions, alumni engagement, institutional collaborations, industry interface, and other related functions.
• Administer service matters relating to teaching and nonteaching employees including appointments, promotions, confirmation, retirement, leave, disciplinary proceedings and maintenance of service records, in accordance with the applicable rules and policies.

Policy Development & Review:

• Coordinate the development, review and revision of institutional policies, regulations, rules and Standard Operating Procedures (SOPs) in consultation with the Hon'ble Chairman/Management.
• Ensure policies are aligned with GNDU, UGC, Government of Punjab and other applicable statutory/regulatory requirements.
• Periodically review policies to ensure they remain current and compliant.
• Ensure approved policies are communicated to all departments and monitor implementation across the institute.

Examination

• Ensure compliance with the examination procedures and develop and monitor the institute examination calendar in alignment with the GNDU Academic and Examination Calendar / Ordinances, Regulations & Notifications.
• Ensure timely dissemination of examination notifications, date sheets, circulars and instructions issued by GNDU.
• Coordinate examination documentation and ensure timely submission of examination-related records.
• Coordinate all pre-examination preparations within the institute and ensure examination readiness across departments.

Job Knowledge (Prerequisite):

• Must have knowledge of various regulations, affiliations, and accreditation processes; GNDU Statutes and affiliated college procedures
• UGC regulations and higher education governance framework
• Prior experience in handling similar roles and responsibilities
• NAAC, IQAC, AISHE and academic administration.
• Service rules, statutory compliance, institutional governance and digital record management.
• Good knowledge of policy developments at the Institute level

Skill Set:

• Excellent oral and written communication skills, including the ability to build relationships, respect confidentiality, and the ability to deal with staff in a sensitive, professional manner.
• Excellent presentation and analytical skills
• Positive attitude and ability to plan and adapt to change.
• Advanced knowledge of IT skills: MS Excel and MS PowerPoint

Education Qualification:

Master's Degree with at least 55% of the marks or an equivalent grade in a point scale wherever the grading system is followed

Experience:

15 Years of administrative experience, of which 8 years shall be as Deputy Registrar or an equivalent post.

Compensation:

Not a constraint for the right candidate.