Assistant Registrar / Career & University Guidance Counselor

About Us

iCademy Middle East is a private K-12 online school offering a high-interactivity, flexible, and individualized curriculum that is internationally recognized. Based in Dubai and licensed by the Knowledge and Human Development Authority, the school serves students across the Arabian Gulf region, including the United Arab Emirates, Saudi Arabia, Oman, and others. Students meeting graduation requirements are eligible for a U.S. accredited diploma. iCademy Middle East emphasizes quality education tailored to the needs of diverse learners, empowering them to achieve their full potential.

Position Overview

The Assistant Registrar / Career \& University Guidance Counselor is a dual-function role primarily responsible for serving as Assistant Registrar, ensuring accurate student records management, regulatory compliance, and data integrity in accordance with the requirements of the Knowledge and Human Development Authority (KHDA). The role also serves as a backup Career \& University Guidance Counselor when required, supporting students with university applications and post-secondary planning.

Key Responsibilities

Assistant Registrar (Main Role)

• Support the Senior Registrar in overseeing student registration and enrollment processes.
• Maintain accurate and up-to-date student academic records, including admissions data, grades, progression, graduation status, diplomas, transcripts, and credit evaluations.
• Review and issue report cards, enrollment/acceptance letters, and other official academic documentation.
• Coordinate examinations, assessments, and results processing in line with institutional and regulatory requirements.
• Ensure compliance with academic regulations, accreditation standards, data protection policies, and the requirements of the Knowledge and Human Development Authority (KHDA).
• Prepare reports, statistics, and official documentation for leadership and external stakeholders.
• Analyze and monitor student data (enrollment, performance, progression, graduation) to support academic planning and decision-making.
• Ensure data accuracy and integrity through validation and reconciliation processes.
• Support audits, inspections, system upgrades, digitization initiatives, and continuous process improvements.
• Collaborate with Academic Coaches, Homeroom Teachers, faculty, and administration to ensure smooth academic record management.
• Respond to inquiries regarding academic records, policies, and procedures.
• Perform additional duties as assigned by the Senior Registrar to support the effective functioning of the Registrar’s Office.

Career \& University Guidance Counselor (Back-up Role)

• Support students with university and career planning as needed.
• Assist with university application documentation, transcript preparation, and submission processes (including platforms such as Common Application and UCAS).
• Maintain accurate records of student applications, offers, and final placements.
• Assist in organizing university fairs, career events, and parent information sessions.
• Provide continuity of counseling services during peak application periods or in the absence of the Lead Counselor.

Role Requirements

• Bachelor’s Degree in Career Guidance, Counseling, Psychology, Education (with specialization in Guidance and Counseling). Master’s Degree in Career Guidance, Career Counseling, Psychology or a closely related field (strongly preferred).
• Formal Career Counseling Certification or Professional Counseling License (required).
• Minimum 3 years of experience in:

o  Career guidance or counseling within an educational setting, with demonstrated expertise in international and local university admissions processes.

o  Academic administration, student records management, or registrar functions, preferably in high-volume school environments

• Experience with student data systems and regulatory compliance processes, including documentation aligned with KHDA requirements.
• Experience with PowerSchool SIS preferred.
• Strong knowledge of local and international university admissions pathways, application systems, scholarship guidance, and standardized testing processes.
• High level of professionalism, discretion, and confidentiality in handling student records and counseling matters.
• Excellent written and verbal communication skills, including report writing and parent engagement.
• Ability to manage multiple priorities, deadlines, and peak seasonal demands related to admissions and graduation cycles.
• Strong interpersonal skills when working with students, families, faculty, and external university representatives.
• Commitment to ongoing professional development and adherence to KHDA inspection and compliance standards.
• Strong organizational, analytical, and data management skills, with high attention to detail and accuracy in record validation.
• Experience generating academic and counseling reports, working with performance metrics, and presenting data clearly to support data-informed decision-making.