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Purpose of Role

The Student Records and Graduation Administrator will maintain student records at the Dubai Campus, contribute to the development of student record policies and procedures, and liaise with other units to ensure that student data is controlled in line with the appropriate regulatory requirements.

The role holder will provide student record expertise and processing for the Student Service Centre, Academic Operations, and other units. They will maintain student records to support the student lifecycle and improve the student experience. This includes developing and implementing a regular schedule of audits and student communications.

The role holder will be a member of the Student Services Centre team and fulfill related responsibilities as required. The Student Service Centre is the first point of contact and delivers a variety of services, including enrolment, student account payments, and resolving queries.

The post holder will work under the direction of the Student Service Centre Manager / Student Records Lead.

Summary of Key Duties and Responsibilities:

• Maintain Dubai student records, ensuring that student data is captured, retained, and processed at all stages of the student lifecycle.
• Develop and implement a regular schedule of audits to ensure quality and consistency of data, addressing any gaps.
• Maintain an accurate and current KHDA student database and complete KHDA submissions related to student data, including the Annual Census, under the supervision of the Student Records Lead.
• Contribute to the development of policies and procedures relating to the student record, to ensure the University is compliant with legislation and external and internal requirements.
• Maintain a strong working relationship with Student Records colleagues globally and collaborate to ensure consistency and alignment.
• Update and maintain all Dubai graduation applications as well as other student awards.
• Train and support the Student Service Centre Administrators on Student Records processes and maintain current working instructions.
• Provide advice and guidance as required to academic and professional services staff on all aspects of the student record function.
• Serve as a member of the Dubai Student Service Centre team including at the front counter, answering the phone and emails as required.
• Provide professional customer service in all interactions.
• Communicate effectively by phone, email, and in-person in a professional and tactful manner; respond promptly and accurately.
• Provide information and assistance to stakeholders on University rules, policies and procedures, and a wide range services. This includes enrolment, letters, student records, visa, finance, and transport. If outside the scope of the Student Service Centre, connect the stakeholder with the relevant recipient/staff.
• Fulfill requests for transcripts, letters, attestation, and other academic services.
• Process the submission of documents and service requests from students, such as completed University forms.
• Investigate and resolve inquiries. If outside the scope of the Student Service Centre, connect the stakeholder with the relevant recipient/staff.
• Maintain clean and orderly Student Service Centre areas.
• Receive student account payments (via cheque, credit card, cash). Accurately report payments in the relevant financial systems, issue receipt/invoice and (if relevant) issue change.
• Help with planning, preparing, and implementing various Registry and Student Support events, such as induction, enrolment and graduation.
• Maintain confidentiality of the University and student records.
• Prepare, compile, and maintain periodic activity reports and records.
• Other duties as assigned to support the mandate and goals of the Registry and Academic Support Directorate.

Education, Qualifications & Experience:

Essential * Educated to at least degree or equivalent practical experience in the workplace

• Experience of working within a similar environment as outlined above
• Competent in the use of relevant IT packages
• Well-developed interpersonal skills
• Demonstrable professional and proactive approach
• Demonstrable ability to work quickly, flexibly and accurately in a dynamic, changing and pressured environment
• Demonstrable provision of excellent customer service
• Analytical problem-solving skills
• Excellent English language skills including writing, speaking and comprehension

Desirable * Experience in Higher Education

• Specific IT software package knowledge

\'How to Apply\'

Interested applicants must submit applications attaching an updated CV.

At Heriot Watt we are passionate about our values and look to them to connect our people globally and to help us collaborate and celebrate our success through working together. Our research programmes can deliver real world impact which is achieved through the diversity of our international community and the recognition of creative talent that connects our global team.

Our flourishing community will give you the freedom to challenge and to bring your enterprising mind and to help our partners with solutions that can be applied now and in the future. Join us and Heriot Watt will provide you with a platform to thrive and work in a way that also helps you live your life in balance with well-being and inclusiveness at the heart of our global community.

The appointment is conditional upon successful completion of all Labour and Immigration formalities.

Heriot-Watt University