Manager of the Office of the Registrar (Student Records & Archive and Records Management)

1. Ensuring the activities of the Division. The manager within his competence: ensures compliance with the legislation of the Republic of Kazakhstan, internal regulatory documents of the University, requirements for the protection of personal data, storage and confidentiality of information; ensures the consideration, processing and support of appeals on the maintenance of personal files of students, contracts for the provision of educational services, registration of decisions on the personnel of students, document management and archival storage, as well as other issues within its competence, received through the Front Desk, official e-mail and other established communication channels, ensures the timely provision of responses or the sending of appeals to the responsible structural departments of the University; ensures the relevance of information posted on the official information resources of the Unit on the issues of maintaining personal files of students, supporting contracts for the provision of educational services, registering decisions on the personnel of students, organizing document flow and archival storage, as well as on other issues within its competence; provides materials and data for timely updating of the website and checks the completeness and relevance of the posted information before the start of each semester; carries out official correspondence with internal and external stakeholders within the limits of the powers granted; provides expert and methodological support to the structural divisions of the University on the organization, maintenance, storage and improvement of the processes of managing academic records of students, personal files of students, document management and archival storage within the competence of the Department; participates in the planning and implementation of activities, projects and the budget of the Unit within the framework of the powers granted. 2. Student Records & Archive and Records Management. Provides functional management of the processes of formation, maintenance, updating, storage and archiving of academic records of students, ensuring the completeness, reliability, integrity, safety and availability of documents throughout the life cycle of education in accordance with the internal regulatory documents of the University, the requirements of the legislation of the Republic of Kazakhstan and the best practices of document management . Within the framework of this responsibility: ensures the acceptance, verification of the completeness, correctness and compliance with the established requirements of documents (personal files of students, contracts for the provision of educational services, as well as changes and additions to them) received from the Student Admission Department, Schools, students and other structural divisions of the University, in order to form and maintain academic records of students; ensures the formation, maintenance, updating and maintenance of personal files of students, controls the completeness and reliability of the documents and academic records contained in them throughout the entire period of study; ensures the maintenance, updating and maintenance of academic records of students, makes changes to academic records on the basis of decisions of the University management and documents confirming the change in the status of students, within its competence; ensures the registration and accounting of the decisions of the University management on the personnel of students, the formation and systematization of relevant documents, their inclusion in the personal files of students, operational storage and subsequent transfer to the archive of the University in accordance with the established procedure; coordinates interaction with the Admissions Department, Schools, academic and administrative divisions of the University on the formation, updating, transfer, storage and use of documents related to academic records of students; ensures the organization of document flow in the supervised area, including registration, systematization, accounting, storage, transfer and retrieval of documents, ensuring their safety and availability in accordance with the established requirements; provides management of the archive of academic documents of students, including the organization of the transfer of documents to the archive, compliance with the terms of storage, preparation of documents for destruction, execution of relevant acts and control of compliance with the requirements of the rules for the storage of documents (Policy and procedures on Retention, Disposal, and Archive of Student Records of the autonomous organization of education Nazarbayev University); Ensures the development, updating and maintenance of the Division's file nomenclature, ensures the formation of current files, operational storage and archival files of the Unit, control over compliance with the terms of storage of documents and compliance with the requirements of the University's internal regulatory documents; ensures the storage, registration and issuance of original documents of students, including certificates, diplomas, contracts and other documents that are in the custody of the Unit in accordance with the established procedures; ensures the development, updating, implementation and uniform application of internal regulatory documents, policies, procedures, guidelines and instructions on the management of students' academic records, personal files, document flow and archival storage; prepares and initiates draft decisions of the University management on the personnel of students on the transfer to the next year of study and the completion of funding for the state educational grant, ensures their approval and signing in accordance with the established procedure, as well as timely notification of the relevant structural divisions of the University; ensures the timeliness, completeness, reliability and safety of academic records and documents of students, monitors compliance with the established requirements, identifies risks and takes measures to prevent violations of the processes of managing academic records and archives. 3. Quality assurance of the processes of managing academic records and documents of students. Ensures the quality, timeliness and compliance with the established requirements of the processes of maintaining academic records and personal files of students, supporting contracts for the provision of educational services, registering decisions on the personnel of students, document management and archival storage. Within the framework of this responsibility: ensures compliance with the established requirements and deadlines in the formation, processing, updating, storage and transfer of academic records and documents of students; monitors the quality and correctness of academic records and documents, identifies errors, inconsistencies and the causes of their occurrence, takes measures to eliminate and prevent them; coordinates interaction with the structural divisions of the University on the timely provision, correction and transfer of documents and information necessary for maintaining academic records and personal files of students; controls the completeness, reliability, safety and timeliness of the processing of documents and academic records of students, analyzes the identified deviations and initiates corrective measures; develops proposals for improving the processes of maintaining academic records and personal files of students, document management and archival storage. 4. Managing the Student Information System (SIS). Ensures the development, administration and effective use of the University's SIS in terms of supervised academic processes. Within the framework of this responsibility: performs the functions of the business owner of the supervised processes in the SIS information system, ensuring that the functionality of the system meets the requirements of the University's academic processes; determines the functional requirements for the automation of supervised processes, participates in the formulation of technical specifications, coordination of the business logic of solutions and the development of functional requirements for the implementation of changes in the SIS; organizes and conducts functional (acceptance) testing of new and improved SIS functionality, evaluates test results, identifies inconsistencies and ensures the preparation of proposals for their elimination; analyzes user suggestions for improving the functionality of SIS, initiates automation and optimization of academic processes, assesses the impact of the implemented changes on data quality and the efficiency of business processes; provides methodological and consulting support to SIS users on the application of the system's functionality within the supervised processes. 5. Improvement of business processes. Initiates and implements activities aimed at improving the efficiency of the processes of managing academic records and personal files of students, document management and archival storage. Within the framework of this responsibility: analyzes existing processes within its functional area, identifies problem areas and opportunities for their improvement; identifies operational risks and initiates measures to prevent and minimize them; develops and implements proposals to optimize the processes of managing academic records and personal files of students, document management and archival storage; participates in the automation and digitalization of processes within its functional area; studies and applies best practices in academic records management, records management, and archival storage. 6. Participation in university-wide projects and in the projects of the Unit. Takes an active part in the implementation of university projects and projects of the Division. Within the framework of this responsibility: participates in the preparation and conduct of the graduation ceremony of the University; participates in the organization and support of the processes of awarding academic degrees, including the preparation, acquisition and processing of documents of graduates, as well as documents of students continuing their studies, in accordance with the established procedures; participates in the organization of the conference of the Registrar's Offices; participates in Orientation Week; represents the supervised area in working groups and project teams. Education: Higher-professional, preferably in higher educational institutions with English as the language of instruction; Master's degree preferred Experience : with a master's degree – at least 1 year of relevant experience; or with a bachelor's or specialist's degree - at least 3 years of relevant experience in international and/or national companies, or at least 2 years of work experience at Nazarbayev University Knowledge: the legislation of the Republic of Kazakhstan in the field of education; the Constitution of the Republic of Kazakhstan, the Law of the Republic of Kazakhstan "On the Status of Nazarbayev University", "Nazarbayev Intellectual Schools" and "Nazarbayev Fund", as well as other legislative and regulatory legal acts of the Republic of Kazakhstan in the field of data management, use and protection of data, storage and processing of personal data; the educational system of the United States and European countries; document support processes; the norms of business etiquette, rules of business communication, telephone conversations; MS Office, Excel, PowerPoint; Skills: clerical and document management skills; forming, maintaining, systematizing and recording personal files of students; organizing the operational storage of documents, preparing and transferring personal files to the archive; checking documents for completeness, correctness of execution and compliance with the established requirements; working with electronic document management systems, information systems and databases; processing, systematizing and managing a large amount of information; manage time effectively, prioritize tasks, and meet deadlines. analytical thinking and problem-solving skills; effective communication and interaction with students and structural units; work independently and in a team; maintain confidentiality when working with personal data and documents; responsibility, organization and attention to detail Recruitment and selection process Recruitment and selection at Nazarbayev University include the following process: preliminary selection based on experience and qualifications, assessments (e.g. technical skills/capabilities, aptitude, personality, work samples, in-basket exercises, and informal interviews), and motivation. Formal interviews form the final stage of the selection process. They are typically based on organizational values and behaviors and conducted in English. You are encouraged to share your views and values to identify how they fit into Nazarbayev University core values