Job Description
Job Summary
Reporting to the Registrar, the Records Officer will be responsible for managing records within the Registrar’s Office.
Key Responsibilities
1. Responsible for timely and accurate graduation applications processing.
2. Assist in the Organization of the graduation petition paperwork and proper oversight of the collection processes to ensure accurate graduation lists.
3. Assist in Compiling and verifying final course requirements based on degree requirements and exception approvals.
4. Assist in Managing the programming of current requirements into the computerized degree audit system. This includes ensuring accuracy, readability, and training for end -users.
5. Key in changes of students’ major, minor, concentration and course substitutions for record keeping and accuracy.
6. Perform online clearance for prospective graduands.
7. Prepare, coordinate and oversee graduation line up, seating arrangement and attendance at commencement.
8. Register new and continuing students every semester for accuracy of records.
9. Assist in communication with other departments involved in the graduation and records functions to resolve problems, facilitate processes, and ensure completeness of student academic records.
10. Assist in issuing graduation attire as well as keying in of gown issuance contacts in student accounts.
11. Issuance of degree certificates to students.
12. Post the degree on the students’ transcripts to confirm completion of studies.
13. Assists in the establishment and implementation of Registrar’s Office policies and ensure compliance with established practices.
14. Generate and prepare reports as required from time to time.
15. Provides general office and back-up coverage for services as assigned by the Registrar.
Minimum Educational Qualifications and professional Experience
• Bachelor’s Degree in Social Sciences or equivalent.
• Proficiency in computer applications.
• Served as Record Assistant for a minimum of 3 years.
• Proficiency in computer applications.
• Shown merit and ability as reflected in work performance and results.
Personal Attributes & Competencies
• Excellent IT skills including word processing and use of databases.
• Ability to communicate effectively and professionally with a variety of people.
• Excellent written and oral communication skills including report writing.
• Excellent planning and organizational skills.
• Strong research and analytical skills.