Student Services Assistant- MEHE at the Office of the Registrar

Job Title: Student Services Assistant - MEHE

Department: Office of the Registrar

Grade: 9

Basic Functions: The Student Services Assistant for the Ministry of Education and Higher Education (MEHE) plays a crucial role in liaising between students, the University, and the ministry to ensure the smooth and efficient finalization of essential documents and processes. This position primarily focuses on handling freshmen equivalence, secondary school equivalence, degree attestations and equivalences, and related academic matters on behalf of the students and their respective universities. The incumbent will be responsible for upholding the requirements of MEHE and AUB while maintaining excellent communication and coordination with all stakeholders.

Duties Performed:

Collecting complete files for official processing at the MEHE: 

• Ensures the student submits all required documents to pursue official degree processing or equivalency at the MEHE, as per established checklists.
• Advises students of any missing or incomplete documents and assists them in completing them. 
• Ensures that students abide by the timeline for document submission and makes necessary follow-ups with students or their representatives. 
• Maintains records to track document progress and generate related summary reports. 

      Represents AUB and AUB students at MEHE and other official bodies as necessary:

• Coordinates with MEHE employees for regularly scheduled visits at an appropriate intervals.
• Coordinates transportation requests for the MEHE visits
• Represents AUB and AUB students as required by MEHE to submit the students' files to the  relevant area at MEHE.
• Gets back to students on the progress of their files and the dates of collection of their documents.

      Communication:

• Acts as the primary contact for students and their families regarding MEHE document submissions.
• Provides accurate updates to all parties involved, addressing inquiries and resolving issues promptly and professionally. 
• Ensures that superiors are informed of updates from MEHE on set processes or requirements. 
• Serves as the reference person to train stakeholders on MEHE requirements and processes. 
• Stays abreast of the latest policies and guidelines of MEHE related to this role. 

      Additional responsibilities 

• Covers the tasks below when needed:
• Issues online transcripts for students as well as prints transcripts as requested.
• Responsible for updating the transfer of record website. Updates the transfer of record website.
• Controls Banner transfer credits from other universities for registered students. Updates comments relevant to academic decisions received from the faculties and implements relevant petitions. 
• Looks for opportunities to contribute or to make process changes.
•  Shares expertise generously with other members of the office without resistance or bickering.
• Performs other related duties as requested.

Work Contacts:

Internally: Contact with, AUB Students and their Parents, staff members of the Office of the Registrar, Office of Internationals Programs, and Office of Admissions .

Externally: Ministry of Education and Higher Education (MEHE) Staff.

Independence of Operation:

Reports to the Executive Administrator of the Vice Provost's Office. 

Works according to established procedures. Completed work is spot checked.

Supervisory Responsibility:

None. 

Physical Effort:

• Some physical effort involving physical  file transfer between AUB and MEHE, and minor effort accruing from the use of personal computers.
• Multiple trips to and back from MEHE, weekly or more depending on the need. 
• Transportation through AUB.

Work Conditions:

Clean and pleasant.

Minimum Requirements:

• Bachelor's degree in Education, Business Administration, or a related field. 
• 1-2 years of experience in student services, certification procedures or a relevant field. 
• Very good familiarity with Microsoft Office. 
• Good knowledge of English 
• Attention to details.
• Good communication and organizational skills.
• Familiarity with MEHE rules and regulations.
• Ability to maintain confidentiality and handle sensitive information, including students' records.