About Kepler College

Kepler College was established in Rwanda to offer affordable, scalable, and competency-based higher education programs with the best job prospects for graduates. Securing employment for graduates is a key driver of everything done at the College. A core aspect of Kepler College’s pedagogy is learning by doing, with a primary focus on equipping students with 21st-century transferable skills that make them competitive in the labor market. Through its innovative academic model, Kepler College prepares students with the knowledge, competencies, and mindset required to succeed in today’s global economy.

Vision: To become a leading competency-based higher education institution in Sub-Saharan Africa with outstanding graduate employment outcomes that lead to economic mobility.

Mission: To prepare young Africans with global competencies and the mindset to solve local challenges.

Job Summary:

Kepler College is currently seeking a talented and experienced professional to join the team as Deputy Academic Registrar. The role will mainly focus on supporting the Academic Registrar in coordinating and managing academic assessments, admissions, student records, academic progression, registration, and graduation processes. The Deputy Academic Registrar will also play a key role in ensuring the effective use and continuous improvement of the College’s Management Information System (MIS) and Learning Management System (LMS), while working closely with faculty, IT, and student support teams to ensure efficient academic operations and accurate student data management.

Key Duties and Responsibilities

• Collaborate with the Dean of Faculty to schedule assessments on the Academic Calendar.
• Work closely with the Academic Registrar and academic leadership to ensure assessments are aligned with Kepler academic requirements as stipulated in the Academic Policies and Procedures.
• Work with the academic team to ensure proper setup of both continuous and final assessments to allow easy retrieval of students’ competency ratings.
• Manage the SIS assessment results entry throughout the examination period.
• Receive and resolve students’ complaints related to assessment results or direct them to the relevant staff for further processing.
• Manage the process of collecting, verifying, storing, and maintaining student assessment results.
• Manage the Admissions team to properly set up and process admissions tests.
• Train and guide staff members to support the smooth processing of assessments during the examination period.
• Recommend annual assessment and admissions test reviews based on institutional needs, academic standards, and lessons learned from previous cycles.
• Work closely with the Academic Registrar to ensure that students who graduate meet all academic requirements.
• Support the Academic Registrar in monitoring students’ academic progression, graduation readiness, registration status, and compliance with academic policies.
• Coordinate and review the admissions process at different stages of the application process, ensuring that potential candidates meet the required admission criteria, including having at least two principal passes.
• Change the status of applicants based on their stage in the Kepler admissions process.
• Manage and coordinate logistics during Kepler Admissions Tests week and other Kepler admissions events.
• Work with the Academic Registrar to ensure proper filing, organization, and secure storage of all applicants’ and students’ documents.
• Keep accurate and updated student records and report to the Academic Registrar any significant updates regarding student numbers, academic progression, retention, completion, and graduation.
• Support the implementation, effective use, and continuous improvement of the Management Information System (MIS) and Learning Management System (LMS) to improve academic operations, data management, reporting, teaching, learning, and student support.
• Ensure that student records, admissions data, registration information, assessment results, and academic progression data are properly captured, updated, and maintained in the MIS.
• Work with academic and administrative teams to ensure that courses, assessments, grades, attendance, student activities, and learning resources are properly managed in the LMS.
• Train and support staff and students in the effective use of the MIS and LMS, including admissions processing, registration, assessment management, grading, reporting, and learning activities.
• Monitor data accuracy and system usage in the MIS and LMS and report any technical or operational issues for timely resolution.
• Generate academic, admissions, assessment, and student progression reports from the MIS and LMS to support evidence-based decision-making.
• Ensure that the implementation of MIS and LMS follows institutional policies, academic procedures, data protection standards, and quality assurance requirements.
• Collaborate with IT, innovation, academic leadership, admissions, faculty, and student support teams to ensure smooth integration and use of MIS and LMS across academic processes.
• Teach courses based on institutional needs and the staff member’s area of expertise.
• Perform any other relevant tasks that may be assigned by the supervisor.

Required Qualifications and Eligibility:

• A Master’s degree in Information Technology, Computer Science, Statistics, Data Science, Mathematics, Education Management, Business Administration, Records Management, or another related field involving computing, quantitative analysis, administration, or statistical methods.
• A minimum of three years of relevant professional experience in academic administration, student records management, registration, data management, institutional planning, or a related area.
• Experience working in a higher education institution or other educational environment is highly desirable.
• Strong knowledge of student information systems, learning management systems, databases, and digital records management.
• Demonstrated experience in preparing institutional reports, analyzing academic data, and supporting evidence-based decision-making.
• Good understanding of academic policies, student registration procedures, examinations, graduation processes, and regulatory compliance.
• Strong organizational, analytical, problem-solving, and administrative skills.
• High level of accuracy, confidentiality, integrity, and attention to detail when managing student and institutional records.
• Strong written and verbal communication skills, with the ability to work effectively with students, faculty members, senior management, and external stakeholders.
• Ability to supervise staff, coordinate multiple activities, manage deadlines, and work effectively under pressure.
• Proficiency in Microsoft Office applications, particularly Excel, and familiarity with data analysis and reporting tools.
• Demonstrated ability to support digital transformation, process automation, and continuous improvement within academic administration.

• Collaborate with the Dean of Faculty to schedule assessments on the Academic Calendar.
• Work closely with the Academic Registrar and academic leadership to ensure assessments are aligned with Kepler academic requirements as stipulated in the Academic Policies and Procedures.
• Work with the academic team to ensure proper setup of both continuous and final assessments to allow easy retrieval of students’ competency ratings.
• Manage the SIS assessment results entry throughout the examination period.
• Receive and resolve students’ complaints related to assessment results or direct them to the relevant staff for further processing.
• Manage the process of collecting, verifying, storing, and maintaining student assessment results.
• Manage the Admissions team to properly set up and process admissions tests.
• Train and guide staff members to support the smooth processing of assessments during the examination period.
• Recommend annual assessment and admissions test reviews based on institutional needs, academic standards, and lessons learned from previous cycles.
• Work closely with the Academic Registrar to ensure that students who graduate meet all academic requirements.
• Support the Academic Registrar in monitoring students’ academic progression, graduation readiness, registration status, and compliance with academic policies.
• Coordinate and review the admissions process at different stages of the application process, ensuring that potential candidates meet the required admission criteria, including having at least two principal passes.
• Change the status of applicants based on their stage in the Kepler admissions process.
• Manage and coordinate logistics during Kepler Admissions Tests week and other Kepler admissions events.
• Work with the Academic Registrar to ensure proper filing, organization, and secure storage of all applicants’ and students’ documents.
• Keep accurate and updated student records and report to the Academic Registrar any significant updates regarding student numbers, academic progression, retention, completion, and graduation.
• Support the implementation, effective use, and continuous improvement of the Management Information System (MIS) and Learning Management System (LMS) to improve academic operations, data management, reporting, teaching, learning, and student support.
• Ensure that student records, admissions data, registration information, assessment results, and academic progression data are properly captured, updated, and maintained in the MIS.
• Work with academic and administrative teams to ensure that courses, assessments, grades, attendance, student activities, and learning resources are properly managed in the LMS.
• Train and support staff and students in the effective use of the MIS and LMS, including admissions processing, registration, assessment management, grading, reporting, and learning activities.
• Monitor data accuracy and system usage in the MIS and LMS and report any technical or operational issues for timely resolution.
• Generate academic, admissions, assessment, and student progression reports from the MIS and LMS to support evidence-based decision-making.
• Ensure that the implementation of MIS and LMS follows institutional policies, academic procedures, data protection standards, and quality assurance requirements.
• Collaborate with IT, innovation, academic leadership, admissions, faculty, and student support teams to ensure smooth integration and use of MIS and LMS across academic processes.
• Teach courses based on institutional needs and the staff member’s area of expertise.
• Perform any other relevant tasks that may be assigned by the supervisor.

• Strong knowledge of student information systems, learning management systems, databases, and digital records management.
• Demonstrated experience in preparing institutional reports, analyzing academic data, and supporting evidence-based decision-making.
• Good understanding of academic policies, student registration procedures, examinations, graduation processes, and regulatory compliance.
• Strong organizational, analytical, problem-solving, and administrative skills.
• High level of accuracy, confidentiality, integrity, and attention to detail when managing student and institutional records.
• Strong written and verbal communication skills, with the ability to work effectively with students, faculty members, senior management, and external stakeholders.
• Ability to supervise staff, coordinate multiple activities, manage deadlines, and work effectively under pressure.
• Proficiency in Microsoft Office applications, particularly Excel, and familiarity with data analysis and reporting tools.
• Demonstrated ability to support digital transformation, process automation, and continuous improvement within academic administration.

• A Master’s degree in Information Technology, Computer Science, Statistics, Data Science, Mathematics, Education Management, Business Administration, Records Management, or another related field involving computing, quantitative analysis, administration, or statistical methods.
• A minimum of three years of relevant professional experience in academic administration, student records management, registration, data management, institutional planning, or a related area.
• Experience working in a higher education institution or other educational environment is highly desirable.