Job Description:
Under the supervision of the Assistant Registrar (AR), the Records and Registration Supervisor oversees Records Officers and staff of the Records and Registration Section (RRS) of the Office of the Registrar (RO) in the completion of their tasks, reports, and other deliverables such as maintaining the integrity of student records, harmonizing stakeholders responsible for the registration process, and maintenance of student records. Direction-Setting/ Implementation Assists the AR in setting directions of the RRS, developing and streamlining processes/ systems to simplify and/ or improve team’s operations and services; Effectively communicates application and ensures buy-in of set directions, strategies, and processes/ systems within the RRS records officers and staff; Records Keeping/ Document Requests Assists the AR supervise records officers in evaluating requests, letters, notices, and other outputs such as (but not limited to):
Requests for substitution of subjects, validation or transfer of credits Cross-enrolment permits, scholarship forms Requests for Leave of Absence, Load Revision, Overload Change of Degree programs, applications for Minor/Specialization Requests for Reinstatement, Extension Letters to other schools/universities regarding request for credentials Letters to the academic departments re: ineligibility, confirmation of probationary or change of degree status Eligibility certifications and other forms required by the UAAP Board Other forms prior to the approval of the Registrar Student evaluations needed to determine eligibility for Comprehensive Examinations or Thesis Defense or graduation Distributes on the AR’s behalf, documents to the proper offices, such as (but not limited to):
Endorsing the list of candidates for graduation to and coordinating with VP for Loyola Schools Office regarding proofreading of names, degree titles and honors preparation for commencement program; Endorsing enrolment data and credit hours to respective offices; Ensuring accuracy and release of various reports to different departments/offices (eg: list of students with incompletes (INC’s – 2 grades of C), enrolment reports of scholars, notices to parents, students, academic departments, faculty and administrative offices pertaining to registration schedule, tuition payment and other deadlines, class list downloading, release of grades, officially enrolled classes, etc.) Coordinates with the Office of Management Information System (OMIS) regarding email blasts to parents/students and posting of announcements in aisisonline website. Monitors and supervises Records Officers and staff of the RRS in updating/inputting of information on AISIS by ensuring standard and proper use of nomenclature, codes, titles, formats, dates, etc. such as (but not limited to):
AISIS account for Parents AISIS Dates Maintenance Updates on personal information of students Degree codes and titles Grades posting Pre-enlistments Student Evaluation Ensures that the RRS records officers and staff accurately monitor academic performance of the students under their care i.e. meeting requirements for probation, graduation, reinstatement, tenure, validation of subjects, and separation from the school due to academic or disciplinary reasons. Registration Process In conjunction with the AR, harmonizes stakeholder activities during enrollment:
Coordinates activities between the Records and Registration team, Registration Committee and LS Assessment Team Coordinates closely with:
Offices of Graduate Programs and Academic Affairs for policy/procedure implementation, admission procedures, registration, etc.; Central Accounting Office, Cashier, Office of Admission and Aid, Office for Student Services for regarding registration policies for hold order, registration procedures, notices and deadlines Affiliate units/groups (i.e. LST, EAPI, FIRE, DepEd, UPeace/APS, CHED-HEDP, extension and online classes, etc.) for specific/ special registration arrangements and/ or requirements; Coordinates with the administrative departments and the University Bursar regarding the enrollment of late registrants Curriculum Development and Processing Assists the AR in:
Reviewing curriculum proposals in accordance with the recommendations of the Curriculum Committee, School Forum, School Council and Board of Trustees. Coordinating with ADAA and ADGP regarding curriculum revision, new programs, new subject offerings and ensures proper dissemination, encoding and implementation. Supports academic departments ensure compliance in preparing curriculum documentations/ requirements for submission to and approval of CHED; Coordination with Loyola Schools Office of Management Information Systems (LS OMIS) Assists the AR in
Coordinating with the LS OMIS Team with regard to automation of procedures, formulation of business rules, curriculum tracking, etc.; Working with LS OMIS for the enhancement of the Ateneo Integrated Student Information System (AISIS) through adding useful features and repairing glitches in the system. Administrative Function Fosters a healthy exchange of ideas between records officers and staff of the RRS, for the improvement of standards, processes, systems, and procedures within and outside the RRS Oversees proper implementation of special projects as may be assigned from time to time, such as (but not limited to):
Coordinating office activities and/ or projects (i.e. Team Building Seminars, R & Rs, hosting of conferences, meetings and other events, automation, encoding projects, data gathering, etc.) Providing inputs in preparation of School Calendar Special projects required or assigned by external offices (within or outside the University). Assists the AR in the preparation of the office’s annual budget; Implements the planning of the RRS team’s training and development needs in collaboration with the AR and Office of Human Resources Management and Organization Development (OHRMOD); Performs other duties and tasks as the AR deems necessary to support the office’s business objectives. Minimum Qualifications:
A bachelor’s degree, post-graduate units are an advantage Work experience in a supervisory capacity is an advantage Experience in the academe is an advantage Demonstrated skills in
Office Management People management Decision making and analysis Troubleshooting Attention to detail Computer literacy Communication (written and oral) Consultation
