Records and Registration Officer for Academic Advisement and Class Scheduling

Summary of Work Activities and Responsibilities:

The Records and Registration Officer for Academic Advisement and Class Scheduling is in-charge of facilitating the end-to-end class scheduling process. The position also executes all activities and processes related to blocking, academic advisement, enlistment, registration, load revision and final examination support.

Main Duties and Responsibilities:

I. Class Scheduling

• Coordinates with academic departments for the submission of various requirements regarding class scheduling process
• Allocates classrooms and classroom resources based on class size and class requirements, ensuring conflict-free room assignments per semester
• Ensures that class schedules, faculty assignments, and specific requirements adhere to the standard policies and guidelines
• Updates and finalizes schedule changes based on the summary of courses offered and dissolved classes submitted by each academic department

II. Academic Advisement

• Executes academic advisement and ensures adherence to the academic guidelines/policies in compliance with the CHED approved curricula
• Updates the Individual Programs of Study for first year and second year students based on their specific classifications, including but not limited to: shiftees, students with remedial classes, and under the bridging program, irregular students returning from leave of absence and readmission, students from Advanced Placement and International Baccalaureate programs, etc.
• Determines course adjustments, course substitutions in consideration of back subjects, advance credits, or validated courses

III. Schedule Blocking

• Manages the block schedules for first year students and second year students; ensures alignment of specific class schedules within the designated blocks
• Prepares Introduction to Ateneo Culture and Traditions schedules and collaborates with the coordinator for the assignment of formators

IV. Enlistment/Registration Support

• Facilitates enlistment activities for all advised classes of first year and second year students
• Monitors completion of enlistment of students and corresponds with those who have incomplete enlistments

V. Load Revision Support

• Manages the load revision process and ensures that proper documentation and endorsements are obtained
• Updates the Individual Program of Study in accordance with the approved load revision requests

VI. Final Examinations

• Monitors the submission of the lists pertaining to final examinations from academic departments
• Facilitates the scheduling of final examinations, equitably allocates classrooms, and addresses change requests
• Prepares and sends out the schedule of final examinations to students, faculty, and academic departments

VII. Section Management Support

• Participates in meetings related to class scheduling, advisement, pre-registration, post-registration, and other relevant topics pertaining to class scheduling and registration
• Coordinates with Digitial Information and Technology Services regarding all technical concerns and works with the office in establishing new modules pertaining to blocking, class scheduling, and enlistment
• Serves as the resource person for class scheduling, blocking information, enlistment, and other processes in the office
• Maintains the database on classroom inventory and prepares reports on class scheduling and other functions as needed

VIII. Performs other work-related tasks as may be required by the immediate supervisor and any authorized representative

Minimum Qualifications: Knowledge, Skills, and Abilities:

• Technological Savvy: Ability to utilize information technology and computer and internet systems to accomplish tasks; Proficiency in MS Office and Google Applications (Word, Excel, PowerPoint, etc.)
• Communication: Ability to express thoughts and ideas effectively for both oral and written communication
• Organization and Time Management: Ability to work efficiently under tight deadlines/schedules, even with minimal supervision; Ability to effectively plan and coordinate the delivery of required outcomes, according to importance and urgency
• Customer Service: Efficient customer service and public relations; Ability to communicate and relate well with other people from different levels of an organization
• Coordination: Adjusts actions in relation to others' actions; Ability to coordinate with various stakeholders
• Problem Solving: Ability to identify problems and review related information to develop and evaluate options and implement solutions
• Attention to Detail: Being careful about detail and thorough in completing work tasks

Education and Experience Requirements:

• Graduate of any Bachelor's Degree
• With at least 2 year of relevant work experience, with experience in the academe an advantage

Ateneo de Manila University (Ateneo) is one of the leading universities in the Philippines. More than 150 years in existence, Ateneo has grown into a major Jesuit institution. Officially it became a university in 1959. It offers over 100 academic degree programmes. Ateneo offers Basic Education (Grade School, Junior High School, and Senior High School). In addition, Higher Education (College, Graduate, Continuing Education) is made up of nine schools (Education and Learning Design, Government, Graduate School of Business, Humanities, Management, Science and Engineering, and Social Sciences) located in 3 campuses in Quezon City, Makati City and Pasig City. It has an array of research centres, 11 of which are recognized as Centres of Excellence by the Philippine Commission on Higher Education. In addition to a European Studies Programme, it has a Centre for Asian Studies that fosters comparative research on East and Southeast Asia. Ateneo has 207 partnerships with universities around the world (82 in Europe, 87 in Asia, 11 in Australia and New Zealand, and 27 in North and South America) and is a member of the ASEAN Universities Network and 3 other international university networks. Ateneo's Rizal Library is the most advanced in the Philippines with over 307,000 titles in its collection and online access to most major academic journals.