1. Job Purpose

To support the Registrar in managing the academic, administrative and statutory functions of the University, ensuring effective implementation of university policies, regulatory compliance, institutional governance and smooth coordination among all academic and administrative departments.

The Deputy Registrar will act as a key administrative officer responsible for maintaining institutional records, facilitating statutory processes, implementing decisions of competent authorities and ensuring operational efficiency across the University.

1. Key Roles &
- Responsibilities

A.

University

Administration &

- Governance

- Assist the Registrar in the overall administration and functioning of the University.

- Ensure effective implementation of decisions taken by the Board of Management, Academic Council, Finance Committee and other statutory bodies.

- Coordinate with Deans, Heads of Departments, Directors and administrative heads for smooth university operations.

- Draft, review and issue official notifications, circulars, office orders, memorandums and administrative communications.

- Ensure adherence to university statutes, ordinances, regulations, policies and SOPs.

- Maintain confidentiality and integrity of official university records.

B. Statutory &

- Regulatory Compliance

- Coordinate documentation and compliance requirements under UGC and other applicable statutory and regulatory bodies.

- Maintain updated records of university approvals, recognitions, affiliations and statutory permissions.

- Coordinate preparation of documents for NAAC, NIRF, AISHE and other accreditation, ranking and regulatory requirements.

- Ensure timely submission of statutory reports, returns, declarations and compliance statements.

- Maintain a compliance calendar and monitor submission deadlines.

- Coordinate with relevant departments for inspections, audits and regulatory visits.

C.

Academic

Administration

- Supervise and coordinate administrative processes related to admissions, registration, enrolment and student records.

- Coordinate academic calendars, notifications and implementation of academic policies.

- Facilitate communication between academic departments and the Registrar's Office.





- Monitor timely processing of academic approvals, student requests, migration certificates, degree-related documentation and other official records.

- Ensure proper maintenance and digitisation of academic records.

D.

Statutory

Meetings &

- Documentation

- Coordinate meetings of statutory bodies and university committees as assigned.

- Prepare meeting agendas, notices, supporting documents and minutes of meetings.

- Maintain records of resolutions, decisions and action-taken reports.

- Follow up with concerned departments to ensure timely implementation of approved decisions.

- Ensure proper documentation and preservation of statutory records.

E. Examination &

- Student Administration

- Coordinate with the Controller of Examinations for administrative matters, wherever required.

- Facilitate examination-related notifications, approvals and official communications.

- Monitor timely processing of student grievances and administrative requests.

- Ensure transparency, accuracy and confidentiality in student-related documentation.

F. HR &

- Establishment Administration

- Coordinate with the HR Department on service matters, employee records, appointments, promotions and other establishment-related documentation.

- Ensure proper maintenance of employee service records and official administrative files, as assigned.

- Coordinate administrative approvals relating to recruitment, joining, confirmation, leave and separation.

- Support implementation of university HR policies and administrative procedures.

G.

Quality

Assurance &

- Institutional Documentation

- Coordinate with IQAC and relevant departments for institutional quality documentation.

- Facilitate preparation and compilation of records required for NAAC and other quality assessments.

- Monitor departmental submission of reports, data and supporting documents.





- Support implementation of process improvements, digital documentation and record-management systems.

H.

General

Administration &

- Operational Coordination

- Ensure timely disposal of files, correspondence and administrative matters.

- Monitor adherence to approved university procedures and timelines.

- Identify administrative gaps and recommend process improvements.

- Coordinate with finance, examination, admissions, HR, academics and other departments for effective service delivery.

- Undertake additional responsibilities assigned by the Registrar or competent university authorities.

1. Educational Qualifications

- Master's Degree in any relevant discipline from a recognised University, with at least 55% marks or equivalent grade, subject to applicable UGC and university norms.

- Preference for candidates with qualifications in Education, Management, Law, Public Administration or related fields.

- Ph.D. will be an added advantage.

- Working knowledge of university statutes, ordinances, UGC regulations and higher education administration is desirable.

1. Experience

- Preferably 8–12 years of relevant experience in university or higher education administration.

- Experience in handling academic administration, statutory compliance, regulatory documentation and institutional governance.

- Prior experience as Assistant Registrar, Deputy Registrar or in an equivalent administrative leadership position will be preferred.

- Experience in NAAC, UGC, NIRF, AISHE and other regulatory processes will be an advantage.

1. Essential Skills &
- Competencies

- Strong administrative and organisational abilities.

- Excellent drafting, documentation and official communication skills.

- Knowledge of UGC regulations and higher education administration.

- Ability to coordinate with senior leadership and multiple departments.

- Solid analytical, problem-solving and decision-making skills.

- High degree of confidentiality, integrity and professional ethics.

- Proficiency in ERP systems, MS Office and digital record management.

- Ability to manage multiple assignments and meet statutory deadlines.

Work Location: In person

📌 Deputy Registrar (Bathinda)
🏢 Guru Kashi University
📍 Bathinda