Records Officer | Office of the University Registrar  

Summary of Work Activities and Responsibilities:

Under the supervision of the Section Head of Registration Services and Student Records, the Records Officer assists students, alumni, parents, higher education institutions, government and private agencies in providing information/guidelines on registration procedures/processes, implementation of approved curricula, and student evaluation. This position also coordinates with Chairs, Program Directors, Secretaries of various academic departments, offices, and affiliated units regarding procedures and policies implemented by the Registrar’s Office.

Main Duties and Responsibilities:

I. Registration Process

• Assesses students’ eligibility for enrolment:
  • Undergraduate Level
  • • Checks and monitors probationary conditions/requirements and ensures these are met by students
    • Checks status and determines year level of irregular students and updates AISIS accordingly
  • Graduate Level
    • Reviews residency, enrollment history and determines if a student has to go through the readmission, reinstatement and/or extension process.
    • Checks, monitors, and ensures student compliance with probationary/provisional conditions/requirements

II. Record Keeping

• Coordinates with the Assistant Registar (AR) in the implementation of an effective and systematic process, for maintaining, accessing, recording, and validating all scholastic documents and files in line with standards of efficiency and service
• Encodes grading sheets, completion forms, and standards committee decisions.
• Ensures students’ personal documents and records are complete, up-to-date, and systematically arranged in individual folders to facilitate quick reference for various services of the office
• Checks applications and creates AISIS accounts for parents/guardians
• Verifies and processes requests for password reset and AISIS account activation
• Coordinates with Office of Management Information System (OMIS) regarding special cases and technical difficulties encountered during implementation, maintenance, and safekeeping of records online.

III. Student Evaluation

• Ensures correct curricular versions are applied to each student
• Conducts thorough assessment of credentials to ensure enrollment eligibility
• Verifies authenticity of Transcript of Records and encodes/inputs on AISIS the verified TOR data of students engaged in Junior/Senior Term Abroad, transferees, etc.
• Attends to requests for changing subject categories (e.g from Free Elective to Major Elective)

IV. Curriculum Processing

• Partners with the Assistant Registrar in proofreading curricular proposals
• Ensures proper implementation of curricular requirements to students – applicable curriculum version and complete requirements.
• Maintains updated CHED-approved curricular programs of the graduate school, undergrad and ensures that these are properly disseminated and encoded

V. Admin Functions

• Communicates (written and oral) responses to inquiries from parents, students, alumni, departments and other offices and organizations inside and outside the university through email, phone calls, and walk ins
• Contributes to the regular process of reviewing office processes, systems, and/or procedures, especially within the Records and Registration team that will improve the team’s efficiency and service level to the community
• Performs other duties and tasks as the School Registrar deems necessary to support the office’s business objectives.

*Job Description is subject to change

Education and Experience Requirements:

• Bachelor’s Degree in any field
• With 2 years of work experience. Experience in the academe is an advantage
• With knowledge, skills and abilities in the following:
  • Office Management
  • People Management
  • Data Analysis
  • Troubleshooting
  • Attention to details
  • Computer Literacy
  • Communication
  • Consultation