Academic Records Assistant

Job title: Academic Records Assistant

Reports to: Academic Records Coordinator

Job type: Full time

Location: Kigali

Organization: University of Global Health Equity (UGHE)

Overview:

The Academic Records Assistant at the University of Global Health Equity plays a crucial role in assisting the management of the academic records and grades for the academic programs offered at UGHE. The Assistant is responsible for efficiently maintaining, updating, and ensuring the accuracy of student grades and academic data. The Academic Records Assistant collaborates closely with faculty, administrators, and students to facilitate a smooth and transparent grade management process. The Assistant plays an important role in ensuring the integrity and accuracy of academic records, supporting faculty and students, and contributing to the overall success of the academic programs at the University of Global Health Equity.

Key Responsibilities:

Grade Management:

• Assist in maintaining accurate and up-to-date records of students grades for all programs at UGHE.
• Assist in collecting and organizing grade information from Division or Department Chairs or Administrators.
• Cross-check and verify the accuracy of shared grades from different departments or divisions.

• Assist in managing and updating online grade spreadsheets used to manage student grades.
• Ensure that grade sheets are accessible to relevant stakeholders in a secure and confidential manner.
• Stay updated with changes in grading policies and academic requirements.
• Assist with audits of Academic records and grades to ensure accuracy and compliance

Grade Approval Support:

• Assist in following up the grade approval process from department level to academic council level.
• Ensure good collaboration with Chairs or Heads of departments and academic Administrators to facilitate the grade approval process.
• Address any discrepancies or concerns related to grades and resolve them in a timely manner.

Manage the Student Information System:

• Assistant in resolving any issue related to UGHE’s Student Information System (SIS).
• Assist in uploading approved grades by academic council into the university's student information system.
• Verify that all grade-related data in SIS aligns with the information in the online grade spreadsheets and UGHE Learning Management System (LMS).
• Assist in generating student transcripts at the end of the year and ensuring timely responses to the transcript requests.
• Assist in preparing official transcripts for graduating students.

Data Analysis:

• Utilize data analysis tools to extract insights and trends from grade-related information.
• Assist in generating academic reports, as requested, for academic leadership to support decision-making processes.

Qualifications:

• Bsc degree in a relevant field. A degree in education, information management, or a related discipline is preferred.
• Previous experience in academic record-keeping, grade management, or a related administrative role is desired.
• Proficiency in using spreadsheet software and student information systems.
• Strong attention to detail and excellent organizational skills.
• Effective communication and interpersonal skills to interact with diverse stakeholders.
• Ability to handle confidential information with the utmost discretion and professionalism.
• Analytical mindset to interpret data and identify trends.
• Willingness to learn on the job.

How to Apply

Applicants should provide: (1) curriculum vitae, (2) Degree, (3) A cover letter describing your interest in UGHE and relevant experience. Please upload these under the ‘Additional Files’ tab on the application page.

University of Global Health Equity is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Application Link 

Deadline:05th june 2025

Organizational Profile

UGHE is a new kind of university focused on training the next generation of global leaders in health care delivery. The university launched in Rwanda in September 2015. Through an academic experience uniquely rooted in the values of equity, students are empowered to both ease suffering at the bedside and drive transformational, systemic changes to the health system.

UGHE is an initiative of Partners In Health (PIH), an internationally recognized non-profit organization whose mission is to provide a preferential option for the poor in health care. In over nearly three decades of operating alongside public sectors in countries around the world, PIH has developed a model to deliver high quality healthcare to some of the world’s most marginalized communities. Nowhere has this impact been more profound than in Rwanda, where Inshuti Mu Buzima—PIH’s sister organization—and our government partners have driven innovation for a decade.

Members of the UGHE community are tenacious and resolute in our drive to attain social justice, make common cause with those in need, listen to and learn from others, and operate with honesty and humility as we uphold academic integrity and intellectual curiosity. The University of Global Health Equity seeks individuals committed to these values to join the team.

Commitment to Safeguarding and Prevention of Sexual Exploitation, Abuse and Sexual Harassment:

At UGHE, we are committed to ensuring that those who benefit from our work- including community members – as well as our students, contractors, staff, and visitors to our campus are treated with dignity and respect and protected from sexual exploitation, abuse and harassment and any form of systemic abuse, whilst reducing risk and vulnerabilities. A range of pre-employment checks will be undertaken in conformity with UGHE’s policy.

UGHE will request information from applicants’ previous employers about any findings of fraud, harassment, sexual harassment and any form of systemic abuse or incidents under investigation when the applicant left employment. By applying, the job applicant confirms their understanding of these recruitment procedures.