Joint Registrar/ Additional Registrar

Position: Joint Registrar/ Additional Registrar Organisation: Ganpat University, Gujarat Position Type: Full-time, Senior Administrative Position Reporting To: The Executive Registrar 1. Primary Role The Joint Registrar/Additional Registrar shall be a senior administrative officer of the University, assisting the Executive Registrar in the efficient management of academic, administrative, statutory, regulatory, and establishment-related functions. The Joint Registrar/Additional Registrar shall be responsible for the effective implementation, monitoring, and coordination of matters assigned by the Executive Registrar and shall ensure compliance with the University Act, Regulations, Rules, policies, and applicable regulatory and statutory requirements. The Joint Registrar/ Additional Registrar shall exercise delegated powers and functions as assigned by the Executive Registrar/Director General and shall coordinate with Executive Deans, Deans, Directors, Principals, Heads of Departments and administrative units for timely execution of University decisions. 2. Key Responsibilities 2.1 Statutory & Regulatory Compliance Assist the Executive Registrar in ensuring compliance with the provisions of the Ganpat University Act, Regulations, Rules and resolutions. Monitor compliance in assigned areas with regulations, guidelines and directives issued by: University Grants Commission (UGC) All India Council for Technical Education (AICTE) Pharmacy Council of India (PCI) Indian Nursing Council (INC) Gujarat Nursing Council Council of Architecture (CoA) National Commission for Allied & Healthcare Professions (NCAHP) Other statutory/professional regulatory bodies applicable to the University's programmes. Coordinate implementation of NEP 2020, National Credit Framework (NCrF), Academic Bank of Credits (ABC), Multiple Entry and Exit, SWAYAM, NAD/DigiLocker and other higher education reforms, as assigned. Coordinate and monitor timely submission of statutory returns, reports and data such as AISHE, NIRF, AQAR, AICTE submissions and other regulatory requirements. Maintain a compliance calendar for assigned regulatory/statutory matters and submit periodic status reports to the Executive Registrar. 2.2 Governance & Secretariat Functions Assist the Executive Registrar in servicing statutory and other University-level meetings, including the Board of Governors, Academic Council, Finance Committee and other committees, as assigned. Prepare/coordinate agenda notes, background documents, minutes and action-taken reports under the direction of the Executive Registrar. Act as Member-Secretary of committees/working groups specifically assigned by the competent authority. Monitor implementation of resolutions and decisions of statutory bodies within the areas assigned to the Joint Registrar/ Additional Registrar. Coordinate with the Office of the Director General, Executive Registrar and other senior University authorities as required. Maintain proper records of decisions, approvals and follow-up actions relating to assigned matters. 2.3 Academic Administration Assist the Executive Registrar in overseeing academic administration, including admissions, registration, enrollment, examinations, results, degree awarding and convocation-related processes. Coordinate with examination, academic and student sections for timely and accurate processing of academic records and student-related matters. Supervise/monitor the maintenance and verification of academic records, transcripts, migration certificates and other official student documents in assigned areas. Assist in implementation of UGC requirements relating to curriculum, credit framework, examinations and evaluation systems. Coordinate with Executive Deans, Deans, Principals and academic units for implementation of University academic policies and statutory decisions. 2.4 Human Resource & Establishment Matters Assist the Executive Registrar in handling establishment and service matters relating to teaching and non-teaching employees. Coordinate matters relating to recruitment, appointments, probation, confirmation, promotions, transfers, service records, leave, disciplinary proceedings and separation, as assigned. Ensure that establishment-related processes are carried out in accordance with University policies, approved service rules and applicable statutory/regulatory requirements. Assist in implementation of reservation policy, pay scales, Career Advancement Scheme (CAS), service conditions and other applicable norms. Coordinate with HR and concerned University units for timely disposal of employee-related administrative matters. 2.5 Legal & Statutory Matters Assist the Executive Registrar in coordinating legal and statutory matters of the University. Coordinate with the University's legal counsel/advocates and concerned departments regarding court cases, notices, affidavits, legal correspondence and compliance with judicial directions, as assigned. Assist in drafting, reviewing and processing MoUs, agreements, undertakings and other official documents, in coordination with the competent authority/legal counsel. Maintain records of legal, statutory and compliance matters assigned to the office. Note: Custody of the Common Seal and authentication of official University documents shall remain with the Executive Registrar/competent authority, unless specifically delegated. 2.6 Regulatory, Accreditation & Inspection Coordination Assist the Executive Registrar as a nodal/coordination officer for assigned regulatory, inspection, approval and accreditation matters. Coordinate with UGC, AICTE, NAAC, NBA, PCI and other regulatory/professional bodies for matters assigned by the Executive Registrar. Coordinate preparation and submission of applications, reports, compliance documents, inspection records and supporting information for: New programmes/institutions Increase/reduction in intake Extensions/renewals/approvals Accreditation and assessment Regulatory compliance and inspection Maintain a regulatory compliance tracker and ensure timely follow-up on observations, deficiencies and action points. 2.7 Administrative Coordination & Institutional Operations Supervise and coordinate assigned administrative sections, including Establishment, Student Section, Academic Section, Purchase, Estate, Security, Hostel and other administrative units, as delegated. Monitor inter-departmental coordination and ensure timely disposal of matters referred to the Joint Registrar/ Additional Registrar’s office. Review administrative proposals, notes, reports and cases before submission to the Executive Registrar/competent authority. Monitor implementation of decisions and instructions issued by the Executive Registrar/Director General within assigned areas. Facilitate coordination among academic and administrative units for smooth and efficient institutional functioning. 2.8 Documentation, Reporting & Monitoring Develop and maintain dashboards, trackers and periodic reports for assigned administrative and statutory functions. Monitor deadlines for regulatory submissions, statutory meetings, compliance reports and University-level action points. Submit periodic status reports to the Executive Registrar highlighting pending matters, delays, risks and required interventions. Ensure proper documentation, record management and retrieval of official correspondence and administrative decisions. Promote digitalisation and efficient use of ERP and other technology-enabled University management systems. 2.9 Institutional Improvement & Process Excellence Identify opportunities for improving administrative processes, reducing turnaround time and strengthening accountability. Assist in development and implementation of SOPs, workflows, service standards and monitoring mechanisms for administrative functions. Support digital transformation, ERP-based workflow management and data-driven administrative monitoring. Contribute to institutional initiatives relating to quality assurance, accreditation, governance and continuous improvement. 2.10 Any Other Responsibility Perform any other administrative, statutory, regulatory or institutional responsibility assigned by the Executive Registrar, Director General or competent authority from time to time. In the absence of the Executive Registrar, discharge such functions as may be specifically delegated by the competent authority. 3. Essential Qualifications & Experience Master's Degree from a reputed University/College. PhD (Desirable) At least 15 years of experience as Assistant Professor in Academic Level 11 and above, or 8 years of service in Academic Level 12 and above including as Associate Professor, along with experience in educational administration; OR comparable experience in a research establishment and/or other institution of higher education; OR 15 years of administrative experience, of which at least 8 years should be at the level of Deputy Registrar or an equivalent post. 4. Desired Skills & Competencies Strong administrative and organizational leadership skills Excellent written and verbal communication skills Strong understanding of University governance and statutory processes Ability to interpret and implement complex regulatory guidelines Strong documentation, drafting and file-processing skills Experience in handling statutory committees and institutional meetings Strong coordination and stakeholder-management skills Proficiency in ERP and IT-enabled University management systems Ability to monitor multiple deadlines, projects and compliance requirements Problem-solving and decision-making capabilities Ability to prepare MIS, dashboards, compliance trackers and management reports Experience in NEP 2020 implementation and multidisciplinary higher education environment