ABOUT AIFE

The Australia Institute of Future Education (AIFE) is a TEQSA certified institute of higher education, dedicated to delivering world-class higher education and professional development programs that connect Australian and international industries, institutions and individuals. To achieve this, AIFE partners with leading educational institutions, government departments and employers to deliver skills-focused development initiatives, aligned to both national and global academic workforce needs.

ABOUT THE DEPARTMENT

The Registrar Office oversees academic records, student registration, timetabling and course progression, ensuring academic administration aligns with partner university standards and regulatory compliance.

ABOUT THE POSITION

The Assistant Registrar supports the effective administration of academic and student services functions within the institution. The role contributes to maintaining compliance with regulatory requirements, enhancing the student experience, and ensuring the smooth operation of enrolment, examinations, graduation, and records management processes. The Assistant Registrar works closely with academic and professional staff to deliver high-quality outcomes for students, faculty, and external stakeholders.

KEY RESPONSIBILITIES

1.  Student Administration

• Oversee day-to-day management of student records, enrolments, deferrals, withdrawals, and completions.

• Ensure accurate and timely processing of student information in accordance with institutional policies and government regulations.

• Coordinate examination processes, assessment submissions, and progression reviews.

• Support the planning and execution of graduation ceremonies.

2.  Academic Governance & Compliance

• Provide secretariat support for academic committees as required.

• Monitor compliance with higher education standards, including quality assurance, TEQSA/ESOS, and other regulatory frameworks.

• Assist in the preparation of reports, audits, and policy development.

3. Leadership & Staff Support

• Supervise and support administrative staff within the Registrar’s office.

• Provide training, guidance, and mentorship to staff to ensure consistent service delivery.

• Foster a collaborative and student-focused culture across the team.

4. Systems & Process Improvement

• Manage and maintain student management systems and associated databases.

• Identify opportunities to streamline processes, improve efficiency, and enhance the student experience.

• Contribute to projects that support institutional growth and digital transformation.

5. Stakeholder Engagement

• Liaise with internal stakeholders, including academic staff, student support teams, and senior leadership.

• Act as a key contact for external stakeholders, including regulators, partner institutions, and government agencies.

• Represent the Registrar’s office in meetings and working groups as required.

KNOWLEDGE, SKILLS & CAPABILITIES

Essential

• Tertiary qualification and/or significant experience in higher education administration and or Registrar’s Office.

• Strong knowledge of student administration, higher education regulations, and compliance requirements.

• Demonstrated ability to lead teams, manage competing priorities, and deliver outcomes to deadlines.

• Excellent communication, interpersonal, and problem-solving skills.

• High level of attention to detail and commitment to data integrity.

• Proficiency in student management systems (SMS), databases, and Microsoft Office applications.

Desirable

• Experience with international student administration and compliance (ESOS, CRICOS).

• Understanding of academic governance and quality assurance processes.

• Project management and process improvement experience.

• Being bilingual (Mandarin) would be an advantage

• Salesforce Experience would be beneficial

• Project management and change management experience.