"Registration Officer"

Job Details

Position Summary

The Registration Officer plays a central role in supporting the academic journey of students by ensuring accurate enrollment, registration, academic record maintenance, and service-oriented support. This position requires exceptional attention to detail, a commitment to student success, and the ability to manage high-volume, time-sensitive processes typical of a rapidly growing startup university.

The ideal candidate is organized, calm under pressure, tech-savvy, and committed to providing an excellent student experience while upholding institutional policies and standards.

Core Duties & Responsibilities

1. Student Registration & Enrollment Coordinate all aspects of student course registration each semester. Assist students with adding, dropping, and withdrawing from courses. Ensure accuracy of registration data and timely processing of student requests.
2. Academic Records Management Maintain accurate and confidential student records in the university’s Student Information System (SIS). Process transcripts, enrollment verifications, degree audits, and academic status updates.
3. Frontline Student Support Serve as the first point of contact for student inquiries related to registration, schedules, academic records, and policies. Provide clear guidance and troubleshoot common issues with empathy and professionalism.
4. Coordination with Colleges & Departments Work closely with academic departments, advisors, and faculty to ensure smooth registration processes and accurate course listings. Support communication on registration deadlines, academic calendars, and policy updates.
5. Compliance & Policy Adherence Ensure all registration and record management activities comply with university policies, accreditation standards, and ministry regulations. Support audits, reporting requests, and data verification procedures.
6. Systems & Data Support Use SIS and related software to input, update, and extract student data. Identify system issues and collaborate with IT to resolve errors or optimize processes.
7. Graduation & Certification Processes Assist with graduation audits, commencement preparation, and issuance of diplomas and certificates. Verify completion of academic requirements in coordination with Academic Affairs.
8. Continuous Improvement & Process Development Participate actively in improving workflows, forms, communications, and student services. Support the development of new procedures that enhance efficiency and student satisfaction.
9. Reporting and Analysis Make regular and one-time reports on enrollment, registration, academic standing, and headcount. Help make sure that data is correct for institutional research and accreditation reports.
10. General Office Support keeps records, forms, and materials for students.
11. Help with events for Student Affairs, advising periods, and orientation.

Minimum Requirements

• Bachelor's degree in education, business administration, public administration, or a related field.
• Experience working in an academic or university office (1–3 years preferred).
• Good at using computers, including MS Office and student data systems.
• Very good at paying attention to details, being accurate, and organizing things.
• Great English writing and speaking skills.

Preferred Qualifications

• Experience working in a startup university or a university that is growing quickly.
• Knowledge of SIS platforms like Oracle Student Management, Banner, PeopleSoft, and Power Campus.
• Ability to handle private information in a professional and discreet way.
• Strong customer service background and demonstrated ability to support diverse student populations.

Knowledge, Skills & Abilities (KSAs)

Knowledge of how to register for college, the rules and policies that govern academics, and the activities that happen in a student's life. Knowledge of data privacy standards and best practices for handling sensitive student information. Familiarity with accreditation frameworks and ministry reporting requirements (preferred).

Skills Strong administrative and organizational skills with the ability to manage multiple priorities. Excellent interpersonal and customer service skills; able to communicate clearly and respectfully across cultures. Very skilled at entering data, managing documents, and keeping digital records. Ability to learn new systems quickly and be good at Microsoft Office (Word, Excel, PowerPoint). The ability to solve problems and fix things when dealing with student or system issues. Skills: The ability to work accurately under pressure and meet tight deadlines. Ability to keep secrets and deal with private information with honesty. Ability to work alone and with faculty, staff, and students. Ability to adapt to evolving procedures, systems, and institutional needs. Ability to give students patient, helpful advice as they work through complicated academic tasks.

Languages Required

English and Arabic (fluent, written and verbal).

Certifications and technical skills

• Certification in student services, higher education administration, or records management (preferred, not required).
• Having training or credentials in SIS platforms like Oracle Student Management, Banner, or PeopleSoft is a big plus.
• It helps to know how to use CRM tools or workflow management systems.
• Training in data security or compliance is another plus.

Why AUIB?

• Diversity and Inclusivity: At AUIB, we champion diversity and inclusivity in every aspect of campus life. Our vibrant community is a tapestry of cultures, ideas, and dreams, ensuring a welcoming environment for everyone through fair and equal policies.
• Competitive Benefits: AUIB offers competitive salaries, comprehensive health plans, and generous leave policies, ensuring the well-being and satisfaction of our staff.
• Professional Development: With numerous opportunities for career progression and professional development, AUIB is the ideal place to enhance your skills and advance your career.
• A Thriving Community: Our expatriate faculty and staff enjoy comfortable on-campus accommodations, and a vibrant campus equipped with state-of-the-art facilities, including an expansive library, modern classrooms, and recreational amenities.
• A Legacy of Excellence: Situated in Baghdad, AUIB is dedicated to reviving the city’s historic legacy of learning and culture. Joining AUIB means being part of a prestigious project envisioned by prominent figures in business, government, and education.

Application Requirements

To be considered for any role at the American University of Iraq—Baghdad (AUIB), applicants are required to submit the following documents:

• Cover letter: Detail how your skills and experience align with the specific requirements of the position you are applying for.
• Resume/Curriculum Vitae: Provide an up-to-date resume or CV.
• Identification: A valid national ID or passport is required for the application process.

Please note that applications missing any of these components will not be considered.

Candidates Shortlisted for an Interview:

• Educational transcripts and certifications must be translated into English.
• References: Provide contact details for three references who have either worked with you or supervised your work.