Diploma Services Officer

Key Responsibilities:

Academic Audit & Verification

• Review student records to verify the completion of all degree requirements and credit hours prior to diploma issuance.
• Coordinate with faculty deans and office directors to resolve discrepancies in student academic files.
• Validate that all financial and administrative clearances are met before releasing official documents.

Diploma Production & Records Management

• Manage the end-to-end process of printing, certifying, and distributing diplomas and transcripts.
• Maintain organized, audit-ready digital and physical records of all issued credentials and graduation lists.
• Coordinate closely with the Archive Unit to ensure all diploma-related documentation and historical records are preserved according to university archiving standards.
• Process requests for duplicate diplomas, degree verifications, and official document authentication.

Student & Alumni Services

• Act as the primary liaison for students regarding graduation timelines, document collection, and certification procedures.
• Provide timely updates to students on the status of their diploma processing and any missing requirements.
• Support the logistics of graduation ceremonies, specifically regarding the preparation and distribution of diploma covers and certificates.

Compliance & Reporting

• Ensure all diploma-related processes comply with university bylaws and relevant regulatory standards.
• Generate periodic reports on graduation rates, diploma issuance volume, and processing timelines to support departmental decision-making.
• Update student information systems (SIS) to reflect final graduation status and specific dates of degree conferral.

Required Qualifications

• Bachelor’s degree in Business Administration, Education Management, or a related field.
• 1–2 years of experience in academic administration, registrar services, or high-volume clerical roles.
• Advanced skills in Microsoft Office Suite, particularly Excel.
• Experience with database management.
• Proven ability to manage complex administrative workflows.
• Proficiency in English, French, and Arabic.
• Excellent interpersonal skills.

Preferred Qualifications

• Experience working with Student Information Systems (SIS) and Laserfiche.
• Proven ability to maintain audit-ready records and historical archives.