Senior Associate - Registry

Gus Education (India) Llp; Hyderabad; On-site; INR 250,000 - 360,000; Full time

Benefits offered by this job

Night shift allowance

Cab facilities within GHMC limits

Medical insurance for employees

Generous leave package

Job summary

GUS Education India in Hyderabad seeks a Registry Coordinator to support the Academic Registry. This work-from-office, mid-shift role starts at 12:30 PM and reports to the Head of Registry.

Responsibilities include managing the shared mailbox, issuing official student letters, maintaining attendance trackers, and coordinating schedule changes with staff and students. Strong MS Office and CRM skills required.

Qualifications

• Bachelor's degree in a related field is required.
• At least 1 year of experience in a similar administrative role.
• Proficiency in Microsoft Office and CRM software is expected.
• English language proficiency to IELTS 7.0 or equivalent.
• Degree or equivalent qualification accepted.

Responsibilities

• Managing shared mailbox and timely responses to inquiries.
• Sending official letters to students (attendance, schedule changes).
• Preparing and managing attendance trackers and reports.
• Notifying staff and students of schedule changes and cancellations.
• Disseminating information to students via multiple channels.
• Sending absence emails to students and following up on attendance.
• Reminding tutors to complete attendance tracking and report discrepancies.
• Monitoring student attendance and identifying intervention needs.
• Compiling and distributing weekly meeting minutes with key metrics.
• Talking to students about attendance issues and offering guidance.

Skills

English fluency

Organizational skills

IT proficiency

Excel

CRM software

Power BI

MS Office

Education

Bachelor's degree in a related field

IELTS 7.0 or equivalent

Tools

CRM software

MS Excel

PowerBI

Job description

GUS Education India (GEI) isa service wing of Global University Systems (GUS) based in Europe. In India,we are a full-service digital marketing agency that delivers scalable onlinemarketing services to Global University Systems’ and its associated brands.

As a frontrunner inbuilding digital eminence for a fleet of academic brands, GUS Education Indiais a rapidly growing organization that believes in achieving success throughinnovation.

Nature of The Job

The Academic Registry playsa key role in the University’s central academic administration. This role ispart of the Academic Registry, which has responsibility for integrity ofawards made by the University in line with its Degree Awarding Powers and forquality and standards assurance of all programmes.

Job Purpose

The department drafts andmaintains all academic-related policies, regulations and protocols, supportsapplications for approval and ensures that all programmes comply withregulatory requirements, provides analysis of standards and qualityindicators (progression and awards statistics, student feedback, externalexaminer comments, etc).

OrganizationalStructure

Headof Registry

AssociateManager

Registry(HYD)

Registry Coordinator

Note - This is a workfrom office role, which is a mid-shift starting from 12.30 pm.

Key Accountability

Actions

SpecificResponsibilities

• Managing Shared Mailbox - Efficientlymanage the university's shared mailbox, ensuring timely responses andappropriate handling of incoming communications.
• Sending Student Letters - Prepareand dispatch official correspondence to students, including letters relatedto attendance, schedule changes, and other relevant matters.
• Preparing and ManagingAttendance Trackers and Reports
• Develop and maintainattendance trackers, ensuring accurate recording of student attendance data.Generate attendance reports on a regular basis.
• Notifying Staff andStudents of Schedule Changes and Cancellations
• Effectively communicate anyschedule changes or cancellations to both staff and students, facilitatingsmooth transitions.
• Sharing Information withStudents - Disseminate important information to students, includingreminders, event notifications, and policy updates, through various channels.
• Sending Absence Emails toStudents - Issue absence notifications to students, ensuring clearcommunication regarding their attendance status.
• Reminding Tutors RegardingAttendance Tracking - Prompt tutors to complete attendance trackers in atimely manner and report any discrepancies or neglect in attendancerecording.
• Attendance Monitoring - Monitorstudent attendance patterns and identify areas for intervention or support asnecessary.
• Meeting minutes - Compileand disseminate weekly meeting minutes, highlighting key metrics and insightsfor internal review.
• Talking to Students(Attendance) - Engage with students directly to address attendance-relatedconcerns, providing guidance and support as needed.
• Sharing Student StatusInformation with Different Teams -Collaborate with other universitydepartments to share student status information upon request, facilitatingseamless coordination and support.
• Preparing Student Lists andManagement - Generate and manage student lists for various purposes, such asenrolment, assessments, and academic planning.

Teamwork

• Supportcolleagues to provide an efficient, flexible, proactive customer focusedservice.

ProfessionalSkills

• Actively takeresponsibility for your own personal career development in all respects.
• Through active networkingand research develop an awareness and knowledge of the Higher Educationsector.
• Enhanced Microsoft Officeskills, in particular Excel and Word.
• Enhanced database skills
• Student CommunicationThrough Calls - Conduct phone communication with students regarding eliteprograms, intermission, re-admission, assessments, and financial matters asneeded.
• Sharing and managingCalendars - Coordinate the sharing of calendars with tutors and students tofacilitate scheduling and communication.
• Gathering Information forIntermission/Re-admission Requests - Collect and collate necessaryinformation for intermission and re-admission requests, ensuring accuracy andcompleteness.
• Preparing and Updating LiveData Reports - Develop and maintain live data reports for new studentintakes, providing real-time insights into enrolment and demographics.
• Other Reports - Generateadditional reports as requested, providing analytical support and insights toinform decision-making processes.
• Induction/OrientationAttendance
• Manageattendance records for induction and orientation programs, ensuring smoothonboarding experiences for new students.

KRA’s

KPI’s

RelevantInbox Queries.

Studentsupport or assessment-related tasks - TAT

• Respondingand resolving and assigning student queries coming through Inbox and Handlingand Coordinating Relevant task portfolio within TAT time of 48 hours.

RelevantInbox Queries.

Studentsupport or assessment-related tasks - Quality

• Respondingand resolving and assigning student queries coming through Inbox and Handlingand Coordinating Relevant task with minimal errors.

Exam boards

• Preboard action - Collecting ans systematising students appeal and extenuationrequests.
• Allegationsacademic misconduct
• Postboard action - Communicating exam board decisions to students, actioning themon sys

SeasonalTasks

• Afterthe appropriate student status checks, adding comments and documents onstudent database for future references. Handling of the Canvas LMS system andany reports available to staff members
• Timelychecks on student database for student status and other functions.
• Sendingrelevant reminders to students/teaching staff/ relevant teams in order toavoid delays in the overall processes

CustomerFocus

• ManagingRelationships
• OperationalExcellence

Self-Focus

• Adheringto policies (Regularization and Desk time)
• Scheduledadherence (Shrinkage)
• Feedbackadherence and improvement

TheKey Result Areas (KRAs) and Key Performance Indicators (KPIs)should be assessedbiannually to ensure that the person carrying out the job is consistentperformance aligned with Potential challenges in measuring performance due tocomplexities in organizational processes that hinder target achievement need tobe considered.

Desired Profile

Qualification

• Bachelor's degree in arelated field
• At least 1 year ofexperience in a similar role
• Proficient in MicrosoftOffice and CRM software
• English Language to IELTS7.0 or equivalent
• Degree or equivalentqualification

Skills

• Fluency in English, ideallyprofessional writing as well
• Strong organizational andcommunication skills.
• Proficiency in IT,including intermediate skills in MS Excel, mail merge, and ideally PowerBI(desirable).
• Ability to multitask andprioritize tasks effectively in a fast-paced environment.
• Attention to detail and acommitment to accuracy in data management.
• Ability to workcollaboratively with diverse teams and stakeholders.
• Experience in a similaradministrative role within the education sector is advantageous.
• Ability to identifyopportunities for improvements to practices.

Behavioural

• Customer focused attitudeto work
• Ability to remain calmunder pressure.
• Conscientious and committedto the organisation and department.
• Commitment to team-workingand support Methodical approach.
• Able to work independently,but also part of a wider team.
• Customer-focussed attitudeto work
• Excellent attention todetail
• Able to deal calmly andprofessionally with difficult situations.
• Demonstrated experience inthe operation of complex administrative systems.
• Experience of enteringinformation into and interrogating databases.
• Experience of working in acustomer service environment
• Experience in HigherEducation environment.

Special Circumstances

• Flexibility in workinghours will be required to meet demands of the role.

GUS Values

• GEIis an equal opportunity employer and encourages applicants from diversebackgrounds to apply.
• Thereis an expectation that employees will maintain the values of the Group andwill comply with the code of conduct as well as equality, diversity, health,safety policies of the company.
• At GUS Education India, GEIwe want employees to feel comfortable, bringing their passion, creativity,and individuality to work. We truly believe that diverse culture, backgrounds,and experiences drive innovation.
• The company offerscomprehensive medical insurance to its employees, which includehospitalization, accidental insurance, term insurance and Gratuity, which isover and above the compensation. Considering that this role is for nightshift, we provide additional competitive night shift allowance for all daysworked.
• To make the daily commuteeasier, safe, and less stressful, company provides cab facilities to itsemployees to and from the workplace within the Greater Hyderabad MunicipalCorporation limits.
• Company acknowledges theimportance of mental and physical well-being and the need for rest andrelaxation. Workdays are Monday to Friday and a comprehensive leave packagefor employee well-being is offered, which include 10 days of medical leave, 6days of casual leave, 18 days of earned leave, 1 day of Happiness Leave,apart from 10 days of statutory leave, totalling to 45 days’ time off in ayear.