School Registrar

International School Ho Chi Minh City
The school now has an exciting opportunity for an experienced School Registrar to join our fantastic team.
About Cognita:
Cognita is a global leader in independent education. Founded in 2004, we are a growing community of 90 schools in 21 countries - in Europe, North America, Latin America, Asia and the Middle East - serving more than 100,000 students. Each of our schools are proudly unique, however our collective purpose is to create an environment where everyone can, "Thrive in a rapidly evolving world".
At Cognita, we know every student is unique. We nurture their distinct personalities and strengths. We support them academically, socially, and emotionally, wherever they are in the world, wherever they're starting from. And each and every one of our schools is unique too.
We protect what's special about them, while offering them rich knowledge, opportunities, and best practices. And they get to be part of something bigger. We open their classrooms to the collective wisdom of over 100 schools in 21 countries, ensuring every child gets an education that's, quite literally, world class.
It's an individual approach that empowers every school, teacher and student to focus on what they do best and thrive.
About the Role:
The School Registrar is responsible for the accurate, confidential, and timely management of student records from admission through withdrawal or graduation. The Registrar ensures that student information across school systems is accurate, compliant, accessible to authorised users, and aligned with school procedures. The role provides high-quality service to students, families, alumni, staff, universities, and external agencies in relation to enrolment status, transcripts, school records, class lists, and official documentation.
Key Responsibilities
Student Records and Systems
Maintain accurate student records across the school's student information systems, learning platforms, and secure digital filing structures. Ensure student demographic, family, enrolment, academic, medical, language, programme, and withdrawal information is accurate and regularly audited. Establish and maintain clear naming conventions, filing protocols, permissions, and record-retention processes.
Enrolment, Re-enrolment, and Withdrawal
Ensure the accurate transfer of student information from Admissions into school systems. If needed, request and receive records from previous schools, create student files, and confirm system readiness before student start dates. Support annual re-enrolment processes by maintaining accurate returning/student-status data. Manage withdrawal documentation, leaver records, transfer requests, and the secure release of student files.
Transcripts, Reports, and Official Documentation
Prepare, verify, and issue transcripts, enrolment confirmations, school reports, attendance records, transfer documents, graduation documents, and other official student records. Respond to requests from families, alumni, universities, government bodies, and verification agencies in line with school policy and confidentiality requirements.
Academic Administration and Class Data
Maintain accurate class lists, student programme information, grade-level progression, and course enrolment data. Work with Principals, Vice Principals, IB Coordinators, Admissions, Counselling, Learning Support, EAL, and the timetable/scheduling team to ensure student records are accurate and ready for operational use.
Compliance, Safeguarding, and Confidentiality
Ensure all student records are handled in accordance with school policies, Cognita requirements, safeguarding expectations, and relevant local regulations. Maintain strict confidentiality and ensure that access to student records is appropriate, secure, and auditable.
Data Quality and Reporting Support
Monitor and audit the quality of student-record data. Provide accurate student-record reports when required, including enrolment numbers, class lists, withdrawal data, attendance-status records, and other factual student information. The Registrar may support data extraction but is not responsible for whole-school data analysis, strategic dashboards, perception survey analysis, benchmarking, or academic trend interpretation.
Stakeholder Service and Communication
Provide responsive, professional support to families, students, alumni, staff, universities, and external agencies. Communicate clearly about registrar processes, documentation timelines, and record requirements.
Training and Process Improvement
Train relevant administrative staff in student-record processes and system use. Identify opportunities to improve accuracy, efficiency, automation, and consistency in registrar workflows.
How to Apply:
Complete the application via ATS portal ([protected info]) before the closing date as of 30 July 2026.
Please note that only direct ATS application is being went through recruitment process.
Cognita Schools are committed to safeguarding and promoting the welfare of children and young people and expects all staff, volunteers and other third parties to share this commitment. Safer recruitment practice and pre-employment background checks will be undertaken before any appointment is confirmed.
We believe having a diverse workforce makes us better, smarter and happier and so welcome applicants from all backgrounds, genders, and races. We have an unwavering commitment to being fair and equitable in our recruitment process.
Early applications are encouraged; we reserve the right to interview and appoint prior to closing date for the right applicant.