Assistant Examination Registry Student Service Desk (SSD)

POSITION OVERVIEW

The Assistant – Examination & Registry, also functioning as the Student Service Desk (SSD) Officer, is responsible for supporting all examination-related operations, maintaining accurate student records, and delivering high-quality front-desk services to students. This role ensures smooth execution of exams, efficient registry management, and responsive, student-centered support at Embark College.

KEY RESPONSIBILITIES

A. Examination Support

• Assist in planning and scheduling internal and external examinations.
• Coordinate logistics for exams: classroom allocation, seating plans, invigilation schedules, exam materials, etc.
• Prepare and distribute exam notices, timetables, and student communication.
• Support question paper printing, secure handling, and distribution.
• Ensure proper exam hall setup and adherence to examination protocols.
• Assist in result processing, mark entry, moderation, and documentation.
• Maintain confidentiality and compliance with examination policies.

B. Registry & Academic Records Management

• Maintain up-to-date student academic records, registration files, and documentation.
• Prepare student transcripts, bonafide letters, enrollment verification, and semester data.
• Update the academic management system with attendance, grades, and student information.
• Maintain safe archival of all examination and registry documents.
• Coordinate with faculties, the academic team, and administration for accurate data entry and reporting.

C. Student Service Desk (SSD)

• Serve as the first point of contact for all students visiting the SSD desk.
• Address student queries related to academics, attendance, examinations, fees (initial guidance only), and general college procedures.
• Assist students with forms, applications, grievances, and service requests.
• Maintain a log of student issues, follow-ups, and resolution timelines.
• Provide timely communication and updates to students about important notices and deadlines.
• Ensure a positive, supportive, and professional student experience.

D. Coordination & Communication

• Liaise with the Academic Lead, Admin, Examination Officer, Program Leads, and other departments.
• Support in disseminating academic and administrative instructions.
• Maintain professional communication through email, notices, and student support channels.
• Assist in preparing reports for management review.

E. Administrative & Operational Support

• Manage documentation, filing, printing, and scanning tasks.
• Support events such as orientations, workshops, results day, and academic briefings.
• Ensure maintenance of examination stationery and registry supplies.
• Uphold college policies, discipline, and student code of conduct.

3. Skills & Competencies

• Strong communication and interpersonal skills.
• Excellent organizational and time management abilities.
• Attention to detail, confidentiality, and accuracy in handling records.
• Problem-solving and student-centric service mindset.
• Proficiency in MS Office (Word, Excel, PowerPoint).
• Ability to work under pressure and during peak exam periods.
• Familiarity with academic management systems is a plus.

4. Qualifications

• Bachelor’s degree (preferred in Management, Education, or related field).
• Previous experience in academic administration, examination cell, or front-desk roles is an advantage.
• Fresh graduates with strong communication and organizational skills may also apply.

5. Work Hours & Availability

• Must be available during extended hours during examinations or result periods.
• Expected to be present on campus full-time and during official events.

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