As part of strengthening the registrar's office, Arts et Métiers Rabat campus is recruiting a School Registrar Assistant. This role reports functionally to the Academic Directorate. The registrar assistant supports students in a portfolio of programs throughout their academic journey by providing expertise on all registrar activities and procedures.

Main Activities

1- Student Reception and Request Management

-Ensure physical and telephone reception of students.
-Receive, record, and qualify student requests.
-Forward requests to the Academic Directorate for validation or arbitration.
-Follow up on responses and inform students.
-Assist students with administrative registrations and issue student cards.
-Manage various administrative acts related to studies: transcripts, certificates of success, diplomas.
-Provide support to students in all administrative procedures related to their studies and direct them to specific internal contacts.
-Follow up on students with special statuses (scholarship recipients, etc.)

2- Support for Teachers in Implementing Their Programs:

-Organize reprography requests.
-Book classrooms.
-Support in entering grades and administrative follow-up of deliberations, and contribute to processing student appeals, after hierarchical approval.
-Support in entering and managing schedules.
-Support in organizing juries.
-Support in organizing exams: preparation of rooms, planning, recruitment of supervisors, information to students, centralization of exam papers, copies, and grades.
-Support the promotion and communication unit.

3- Administrative Support for Registrar's Office and Exam Monitoring

-Provide support for routine administrative management and updating student records.
-Participate in administrative registrations and re-registrations, and issue standard documents (certificates, attestations, lists).
-Contribute to the accuracy of data in the registrar's management tools.

4- Administrative Monitoring of Student Accommodation

-Centralize student accommodation requests.
-Keep updated lists of accommodated students and accommodation periods.
-Forward necessary information to the Administrative and Financial Directorate for managing accommodation services.
-Report any changes in situation (departure, change, end of accommodation).
-Act as an information relay to students regarding administrative aspects of accommodation.

5- Administrative Monitoring of Student Insurance

-Collect necessary information for student enrollment in insurance (school liability, health insurance, internship insurance).
-Maintain administrative contact with insurers.
-Guide students on procedures to follow when needed.
-Provide students with insurance certificates, including internship certificates.

6- Administrative Monitoring of Visiting Lecturers

-Centralize requests from foreign visiting lecturers.
-Communicate needs to the Purchasing, General Services, and Missions department and ensure their proper execution.
-Centralize and forward administrative files of visiting lecturers to the Administrative and Financial Directorate for the preparation of vacation contracts.
-Collect attendance sheets of visiting lecturers, validated by academic heads.
-Forward attendance sheets to the Administrative and Financial Directorate for payment.
-Communicate necessary information to the Registrar's office for updating in the registrar management ERP.

7- Support for Service Operations

-Participate in the organization, filing, and archiving of registrar's office documents.
-Apply procedures, circulars, and directives established by the Academic Directorate.
-Contribute to the smooth operation of the service and continuous improvement of administrative practices.
-Report any identified issues and, if applicable, propose improvements.

Required Skills:

Holder of a Bac+3 degree (or equivalent) in management, administration, or communication, with at least three years of professional experience in a similar administrative role, ideally in a training or higher education environment.

Key Skills and Knowledge

-Master the general organization and functioning of a higher education institution.
-Master the regulations related to academic administration (administrative and academic registrations, exams, scholarships, and internships).
-Welcome and support users.

Operational Skills

-Master the use of specific software for academic administration management.
-Master Office suite tools (Word, Excel, PowerPoint).
-Possess good oral and written communication skills in French.

Behavioral Skills

-Have a sense of organization.
-Ability to work independently and as part of a team.
-Excellent interpersonal skills.
-Team spirit.
-User-oriented and service-minded.
-Versatility.
-Responsiveness.
-Adaptability.
-Confidentiality.

The application file will include:

- A CV detailing background and significant experiences,
- A cover letter of 1 page maximum.