Administrative Assistant and Registrar

Maison Shalom is a non-governmental organization that creates opportunities for the development of the neediest urban Rwandan and refugee children and promotes the transformation of members of their community into actors of sustainable development. It is in this context that Maison shalom is recruiting personnel to implement its academic project.

Administrative Assistant and Registrar

Position Overview:

Maison Shalonm is seeking a highly organized, detail-oriented, and efficient individual to fulfill the role of Administrative Assistant and Registrar. This position plays a crucial role in providing administrative support to the school administration and overseeing the school’s registrar functions. The successful candidate will contribute to the smooth operation of the school by maintaining accurate student records, coordinating administrative tasks, and facilitating effective communication within the school community. The position reports to the School Director.

Responsibilities:

Student Records Management:

• Maintain accurate and up-to-date student records, including enrollment, attendance, grades, and transcripts.
• Ensure compliance with relevant policies, regulations, and data protection laws in handling student records.
• Coordinate the transfer of student records in and out of ESAK.

Enrollment and Registration:

• Assist with the enrollment process, including collecting and reviewing enrollment forms, verifying required documentation, and entering student information into the student information system.
• Collaborate with admissions personnel to ensure a smooth transition for new students and maintain accurate enrollment data.

Administrative Support:

• Provide general administrative support to the school administration, including managing schedules, arranging meetings, and preparing correspondence for the Director and the Deputy Director in charge of Academics.
• Assist in maintaining school calendars, coordinating events, and scheduling appointments.
• Handle phone calls, inquiries, and correspondence in a professional and timely manner.

Communication and Coordination:

• Facilitate effective communication within the school community, including parents, students, faculty, and staff.
• Collaborate with teachers and other staff members to ensure accurate and timely dissemination of information to students and parents.
• Coordinate the distribution of school-wide announcements, newsletters, and other communications.

Data Reporting and Analysis:

• Generate and maintain reports related to student enrollment, attendance, and academic performance as required by school administration and regulatory bodies.
• Assist in analyzing data to identify trends and patterns to support decision-making and planning.

Compliance and Regulations:

• Stay updated on relevant laws, regulations, and policies pertaining to student records, enrollment, and data protection.
• Ensure compliance with all applicable regulations and maintain the confidentiality and security of student records.

Qualifications and Skills:

• Bachelor’s degree in Business Administration, Education or Computer Science.
• Proven experience in administrative support roles, preferably in an educational institution.
• Strong organizational skills with exceptional attention to detail.
• Excellent verbal and written communication skills.
• Fluent in English and French.
• Proficient computer skills, including experience with Microsoft Office Suite and student information systems.
• Ability to handle confidential information with discretion and maintain a high level of professionalism.
• Strong interpersonal skills with the ability to work collaboratively in a team environment.
• Ability to prioritize tasks and manage multiple deadlines effectively.
• Familiarity with educational policies, procedures, and regulations is an advantage.

How to Apply:

Interested candidates should send their both combined cover letter and well detailed CV no later than 6^th June 2023 at 5pm CAT to esakhr@maisonshalom.org.

For more information call +250 785116990