Job Summary

Reporting to the Registrar, the Records Officer will be responsible for managing records within the Registrar’s Office.

Key Responsibilities

• Responsible for timely and accurate graduation applications processing.
• Assist in the Organization of the graduation petition paperwork and proper oversight of the collection processes to ensure accurate graduation lists.
• Assist in Compiling and verifying final course requirements based on degree requirements and exception approvals.
• Assist in Managing the programming of current requirements into the computerized degree audit system. This includes ensuring accuracy, readability, and training for end -users.
• Key in changes of students’ major, minor, concentration and course substitutions for record keeping and accuracy.
• Perform online clearance for prospective graduands.
• Prepare, coordinate and oversee graduation line up, seating arrangement and attendance at commencement.
• Register new and continuing students every semester for accuracy of records.
• 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.
• Assist in issuing graduation attire as well as keying in of gown issuance contacts in student accounts.
• Issuance of degree certificates to students.
• Post the degree on the students’ transcripts to confirm completion of studies.
• Assists in the establishment and implementation of Registrar’s Office policies and ensure compliance with established practices.
• Generate and prepare reports as required from time to time.
• Provides general office and back-up coverage for services as assigned by the Registrar.

Requirements

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.