Administrative Officer (Records and Examinations) Jobs – University of Saint Joseph

Job Overview

The Administrative Officer (Records and Examinations) at the University of Saint Joseph plays a vital role in supporting academic administration within the Registrar’s Office. This position ensures the accurate, secure, and timely management of student academic records and examination processes. Based in Mbarara, the role contributes directly to the university’s mission of delivering quality higher education rooted in Christian and human values.

The successful candidate will work closely with academic and administrative teams to uphold examination integrity, maintain confidential records, and support seamless academic operations. This is an opportunity to contribute to a growing institution committed to excellence in service delivery and student success.

Reporting to the Registrar or designated supervisor, the officer will handle sensitive data with discretion and ensure compliance with university policies and national higher education standards. The role demands attention to detail, organisational skills, and a commitment to confidentiality and accuracy in all academic administrative functions.

Key Responsibilities

• Assist in the administration and coordination of university examination processes, including scheduling, invigilator briefings, and logistics planning for end-of-semester and supplementary exams.
• Maintain accurate and up-to-date student academic records and examination files, ensuring all data is entered correctly into the university’s database systems and backed up regularly.
• Support the preparation of examination timetables and schedules, liaising with academic departments to avoid conflicts and ensure optimal use of venues and resources.
• Coordinate the collection, processing, secure storage, and retrieval of examination materials, including question papers, answer booklets, and marking schemes, in accordance with confidentiality protocols.
• Support the preparation and management of examination papers, ensuring they are printed, sealed, and distributed securely while maintaining strict chain-of-custody procedures.
• Ensure proper custody, confidentiality, and security of all examination records and materials, restricting access to authorised personnel only and maintaining audit trails for accountability.
• Support examination registration and verification of student eligibility, cross-checking fee status, course registration, and attendance records to determine who may sit for exams.
• Assist in processing examination results, including data entry, validation, and preparation of results-related reports for faculties, senate, and quality assurance committees.
• Verify students’ academic records for progression, completion, and graduation purposes, ensuring all prerequisites are met before recommending clearance for award of qualifications.
• Maintain accurate databases of student academic information, performing regular audits to identify and correct discrepancies in grades, course codes, or personal details.

Qualifications & Experience

Essential

• A Bachelor’s degree in Business Administration, Public Administration, Information Management, or a related field from a recognised institution.
• Minimum of two years of experience in academic administration, records management, or examination coordination within a university or tertiary institution.
• Proficiency in using student information systems (SIS), databases, and Microsoft Office Suite, particularly Excel for data management and report generation.
• Strong organisational and time-management skills, with the ability to handle multiple deadlines during peak examination periods without compromising accuracy.
• Excellent communication and interpersonal skills, enabling effective collaboration with academic staff, students, and administrative teams across departments.
• Demonstrated commitment to confidentiality, integrity, and ethical handling of sensitive academic information in line with data protection principles.

Desirable

• Experience with specific examination management software or academic record systems used in Ugandan higher education institutions.
• Knowledge of the Uganda National Examinations Board (UNEB) standards or National Council for Higher Education (NCHE) guidelines on academic records and examinations.
• Previous work in a faith-based or mission-driven educational organisation, demonstrating alignment with values-based institutional culture.
• Training in data protection, records archiving, or information security, preferably with certification from a recognised body.
• Ability to train or mentor junior staff or student assistants in records handling and examination procedures.
• Familiarity with quality assurance processes in higher education, including preparation for audits or accreditation visits by regulatory bodies.

What the Role Offers

• A competitive monthly salary commensurate with qualifications and experience, paid promptly via bank transfer in Ugandan shillings.
• Access to the university’s staff medical insurance scheme, covering outpatient and inpatient care at approved healthcare providers in Mbarara and surrounding areas.
• Generous annual leave entitlement of 30 working days per year, plus public holidays observed by the institution and the Ugandan government.
• Professional development support, including sponsorship for short courses or workshops relevant to records management, examinations, or academic administration.
• A supportive work environment within a values-driven institution that promotes work-life balance, respect, and opportunities for career growth within the university structure.

How to Apply

Interested and qualified candidates should submit a detailed CV, copies of academic certificates and transcripts, professional references, and a one-page cover letter outlining their suitability for the role. Please apply now by clicking the link below.

Follow @jobsinkampala on X for daily Uganda job updates!