Records and Registration Officer | Law School  

*Amenable to a work shift of 01:00 PM to 09:00 PM

*Work location: Makati

Summary of Work Activities and Responsibilities:

Under the direct supervision of the Assistant to the Registrar, the Records and Registration Officer maintains the integrity of student records and documents, and supports the processes related to registration and curriculum compliance.

Main Duties and Responsibilities:

1. Administrative Office Support

• Serves as frontline support, attending to registration and records-related inquiries and correspondences
• Assists the Registrar and the Assistant to the Registrar in the daily transactions of the Office
• Prepares reports needed by other offices, such as the International Relations, Alumni Relations, etc.
• Ensures correctness and confidentiality of data contained in academic documents
• Notes necessary adjustments / changes needed for handbook revision
• Assists in the graduation preparation and during the actual graduation exercises
• Coordinates with the different government agencies like Commission on Higher Education (CHED) and Legal Education Board (LEB)

2. Registration and Enrolment Process

• Encodes the subjects and schedules for each semester
• Updates the Curriculum in the student information system as per approval of Legal Education Board (LEB)
• Prepares the following documents:
  • Information needed for student enrollment / registration
  • Certificate of Eligibility for Admission into the Law School
  • Class cards and class lists
  • Cross-enrollment letters for those students who lack the number of units required
• Evaluates students' academic standing (which includes posted grades, subjects taken, number of units earned per subject), based on the student handbook, and submits to the Assistant to the Registrar for review for the following purposes:
  • Scholastic responsibilities such as qualifications for re-enrolment, meeting the expected GWA, and eligibility for honors
  • Eligibility requirements set by the Legal Board for graduation and bar examination
• Prepares the summary of grades and puts an initial remark on the status of students
• Monitors slots for back-subject enrollment
• Coordinates with proper authorities for the approval of dropping, withdrawal and refund of students
• Ensures the working condition of necessary personnel, systems, infrastructure during enrollment.

3. Records and Document Management

• Maintains the Law School's Student Information System
  • Encodes submitted students' data, both personal information and grades
  • Coordinates the maintenance and improvement of the student information system
• Processes requests for Transcript of Records and other documents
• Prepares Summary of Grades for deliberation purposes
• Assists in preparing a summary report of the attrition rate of enrollees o Verifies the reason and number of students who are on probation, who were dismissed, who have withdrawn, and who were on AWOL
• Prepares relevant statistical data needed by the School from the Registrar's Office (e.g. for QS and THES University Ranking)

4. Examination and Grade Release Process

• Prepares the seat plan arrangement of students every examination period
• Checks number of seats needed per room
• Checks and prepares the number of proctors
• Follows-up grades from faculty, in coordination with the Faculty Liaison
• Prepares grading sheet of each subject and sends them to the faculty concerned
• Handles the issuance of grades

5. Performs other duties as may be required by the position

Education and Experience Requirements:

• Graduate of a management-related degree
• At least 3 years of relevant work experience
• Experience in an academic setting is an advantage

Knowledge, Skills and Abilities:

• Systematic, organized, and attentive to details
• Basic bookkeeping and financial management skills
• Has people and interpersonal skills
• Working knowledge of operating various office equipment such as photocopiers, facsimiles, photo-capturing device
• Proficient in MS Office applications
• Has good command of English language (oral and written)