Registrar & Administrative Head at Kwara State Government

Purpose of the Post

• Provides executive leadership, policy formulation, academic programmes, operational management and nonacademic affairs program management in administrative affairs such as planning, budget, fiscal, human resources, environmental safety and health and computing centre.
• The Registrar & Administrative Head oversees the development and management of the IVTEC's operating and capital improvements budget, physical plant operations, capital construction, auxiliary enterprises (food service and bookstores) and campus security.
• Academic relationship management between learners and faculty. Maintaining accurate personal, financial and academic records for all learners.

Key Performance Areas and Tasks

Key Outputs / KPAS/Main Tasks - Initiatives/Tasks/Activities

Quality Management:

Registrar & Administrative Head is the senior academic and senior statutory academic officer of the IVTEC having responsibility for academic affairs and the academic management of the University. The key duties include:

• A policy role and responsibility for the formulation and implementation of the IVTEC’ s Quality Management System
• Formulation of the IVTEC academic strategy
• Ensuring the strategic objectives of attracting the best quality students
• Developing and diversifying IVTEC's portfolio of academic programmes
• To provide for change in the structure, design and delivery of programmes and in the composition of the student body as the IVTEC's expansion plan is implemented

Review policies and procedures (QMS):

• The Registrar & Administrative Head delegated this responsibility to you and you should therefore ensure the review, remove, rewrite, or write policies and procedures every year as needed. Having an effective quality management system and student handbook can improve the quality of education your students receive.
• It is the Registrar's responsibility, through the Quality Manager, to make sure students, teachers, and parents know what these policies and procedures are and to hold each individual accountable to following them

Compliance

• Registrar & Administrative Head is responsible for ensuring that IVTEC complies with the appropriate legislation, as well as its Statutes & Ordinances.
• S/he will take responsibility to ensure that the IVTEC becomes a registered provider of vocational education and accredited by various international organization; as well as ensuring that the rules for accreditation are continuously adhered to.
• S/he will monitor changes in legislation and advise the College on what action is required.
• S/he will be:
  • The Data Protection Officer
  • The Freedom of Information Officer
  • The Health & Safety Officer
  • Responsible for facilitating risk assessment

Secretary to the Board of Trustees:
The main role of the Registrar & Administrative Head under statute is to:

• Act as Secretary to Academic Council, monitor the implementation of the University’s academic policy
• Organize and record all Board Meetings
• Carry out instructions of the Board of Trustees for the conduct of the general academic business of the IVTEC
• Keep the common seal of the Board of Trustees.

Academic Record-keeping:

• The Registrar & Administrative Head oversees the inflow of applications from students seeking entry to the college.
• Though IVTEC may delegate the task among co-workers, s/he's responsible for verifying information about each prospective student with his current school, college, or university.
• S/he evaluates this information against her college's requirements to determine whether the college will accept him.
• The Registrar & Administrative Head maintains records of each student's grades to form transcripts. At the end of each academic year, she evaluates all transcripts to compile a list of students who are eligible to graduate. For students continuing their education, the registrar provides official transcripts.
• Orients and assists new staff and new students and provides opportunities for their input in the school program

Room Scheduling:

• Colleges are popular venues for community events, from seminars to music concerts.
• A Registrar & Administrative Head makes the most of the college's resources by assessing requests to use space and equipment.
• To determine when and where classes will meet, she considers the subject, equipment needs, and number of students registered for each course.
• When a campus organization or a visitor wants to hold an event at the college, the registrar consults the room schedule and offers the most suitable space.

Statistics Reporting:

• Agencies both within and outside of the college rely on the registrar's records when making decisions.
• To design changes in school policy, such as new registration schedules, college officials request the registrar's advice. She reports her statistical findings from student registration data, and together they decide on a plan.
• If a governmental or educational agency requests information on the standard of education at the college, the registrar is responsible for compiling the report.

Dissemination of Information on Campus:

• The registrar compiles information on the college's academic requirements, course offerings, and registration procedures. Faculty, prospective students, and current students can then find this information in school publications such as course catalogs and campus bulletins.

Examinations:

• The administration and conduct of examinations
• Ensure examination policies and procedures are adhered to

Discipline:

• Responsible for the maintenance of good conduct of students and for the establishment and implementation of appropriate disciplinary procedures

Working relationships:

• The Registrar maintains close working relationships with a large range of staff across the Centre, including all other members of the IVTEC Management Team (Operations) and IVTEC Management Team (Strategy), as well as Heads of Offices across the Registrar’s area and senior managers in Finance and HR. Management of academic business involves strong interactions with the Chairs of AC Standing
• Committees, discipline, appeals and mitigation committees, committee members, Heads of Faculties and College Managers.
• Ensure good relations with parents and community members.
• Ensure Industry involvement in and contribution to job-attachments.
• Encourages donations, personal time, and overall positive support for the Center.
• Nurture relationships with parents and community members.

IT Services:

• Organizes, oversee, and provides support to the various IT services, supplies, material, and equipment provided to carry out the IVTEC lT program.

Performance evaluation:

• Assist the Rector with the evaluation of all staff’s performance following legislative, regulatory guidelines and the IVTEC’s policies and procedures. An effective vocational training Centre has to have effective staff and policies and procedures to ensure critical, analytical and objective performance appraisals to measure effectiveness and efficiency.

Develop, Implement and Evaluate Programmes:

• Assist the Rector in developing, implementing, and evaluating the programs within the Centre.
• As Registrar you should always be looking for ways to improve the student experience at the Centre. Developing effective programs that cover a variety of areas is one way to ensure this. It is acceptable to look at other Centers in your area and to implement those programs within your own center that have proved to be effective elsewhere.
• Programs within your center should be evaluated every year and tweaked as necessary.
• If your reading program has become stale and your students are not showing much growth, then it may be necessary to review the program and make some changes to improve the quality of that program.

Information Management:

• The College Registrar will be responsible for the management of information, data bases & information technology in the College.
• S/he will chair the Management Information Systems Group.
• S/he will be responsible for the IT budget and the IT Officer(s).
• The key task in the next 2 years will be to improve the management of data and databases, including data on students, alumni, staff and fellows. Not only do the databases need to operate in ways which fit their purpose, but the interaction between datasets needs to be effective.

Human Resources:

• The Registrar is responsible for all human resources of the Center. This includes, but is not limited to:
• Setting of standards for job descriptions, person profiles and required qualifications and experience
• Submit Policies and procedures relating to HR to the rector for approval by the Board of Trustees
• Submit requests for the filling of vacancies to the rector for approval
• Submit recruitment process (Internal or outsourced) to the rector for approval by the Board of Trustees
• Ensure that the HR Manager manages the process in accordance with legislative, regulatory and procedural requirements.
• Submit appointments, disciplinary decisions and service terminations to the rector for approval

Delegating:

• Duties should be delegated in line with legislative, regulatory and policy and procedural requirements.
• Ensure that the person, to whom the responsibility is delegated, is fully trained, prepared and ready for the delegation.

Job Requirements

Skills
The post requires skills in:

• Planning and organising - Ability to establish courses of action for self and others to ensure that work is completed efficiently.
• IT – A good understanding of and experience in Management Information Systems within an academic environment and student records.
• Communication - Ability to clearly convey information and ideas to individuals or groups in a manner that helps them understand and retain the message.
• Building Parent, Community and Industry relations - Ability to effectively meeting customer needs, building productive customer relationships; taking responsibility for customer satisfaction and loyalty.

Qualifications

• At least an Honours Degree in Education or a related field (Master’s is preferred) with more than 8 years of practical experience at an appropriate level.

Training:

• Continued Professional Development (CPD) as required and approved by the Board of Trustees

Statutory / Organisational Requirements:

• Sign a contract

Personal Attributes
The post requires attributes which will ensure the following:

• Trustworthy - Keeps confidence.
• Committed - Willing to go extra mile.
• Disciplined - Adherence to rules and regulations.
• Self-confidence - Belief in self.
• Creative - Design and conceptualise imaginative and resourceful solutions.
• Empathy - Compassion for people’s situations.
• External Actualisation - Potential or capacity to follow; to adhere to rules and regulations; to accept and subject oneself to external figures and symbols of authority.
• Observant- Pay special attention to detail.
• Adaptability - Flexible approach.
• Innovative - Introduce and apply new ideas and concepts.
• Frustration Tolerance - The potential or capacity to cope with frustration, the ability to handle one`s aggression or feelings of resentment and irritation with situations or others.
• Energetic - Dynamic and vigorous approach.
• Self-motivation - Inner drive to succeed.
• Tenacity - Willing to persevere.
• Good listener

Remuneration
Competitive salary and benefits package.