Records Management Manager

The Records Management Manager supports and operationalizes the Registrar's institutional mandates by leading all academic records, enrollment, and documentation functions within the Office of the Registrar.

While the Registrar exercises decision-making authority over credentials, policies, information systems, and compliance, the Records Management Manager ensures accurate, efficient, and internationally aligned implementation across all records and enrollment services.

RESPONSIBILITIES:

1. Academic Records, Credentials, and Graduation

• ·      Ensures the accuracy, completeness, and secure management of all students' academic records and credentials.
• ·      Coordinates evaluation processes supporting decisions related to course credits, academic standing, and eligibility for graduation.
• ·      Serves as the lead person in planning, organizing, and implementing graduation ceremonies, ensuring accurate graduation lists, logistical readiness, and adherence to institutional and international standards.

2. Student Enrollment Management

• ·      Manages the student enrollment process and procedures, including onboarding, term enrollment, add/drop periods, study plans, course load adjustments, and tracking of student status.
• ·      Ensures compliance with government regulations, institutional policies, and international academic standards.
• ·      Coordinates with academic programs, Student Information System teams, Finance, and Admissions to ensure seamless enrollment cycles.

3. Enforcement of Policies and Government Regulations

• ·      Supports the enforcement of school and government policies by maintaining compliant, accurate, and updated documentation for enrollment, student status changes, academic progress, transfers, dismissals, LOA, and other student actions.

4. Student Admissions Test

• ·      Manages the secure preparation, encoding, scoring documentation, and archiving of admissions test results to support the Registrar's oversight role.

5. Student Loans and Scholarships

• ·      Oversees documentation, eligibility verification, and secure filing of student loan and scholarship records across programs.

6. Student Information System (SIS)

• ·      Ensures accurate data encoding, workflow monitoring, reporting, and quality assurance within the SIS.
• ·      Coordinates with ICT and relevant units to maintain data integrity, compliance, and alignment with global academic standards.

7. Online Document Request Portal

• ·      Oversees the Online Document Request Portal, ensuring efficient processing, secure document verification, and prompt release of requested academic records.
• ·      Monitors service performance, turnaround time, and user experience for continuous improvement.

8. Administrative and Records Management Leadership

• ·      Leads records-related planning, documentation, compliance reporting, and audit preparations for internal and external bodies.
• ·      Manages staff workload, operational efficiency, digital archiving systems, and continuous quality improvement initiatives.

9. International Academic Standards

• ·      Ensures that all records, enrollment processes, document services, and data management practices align with international higher education norms, data privacy regulations, and standards expected of globally engaged academic institutions.

QUALIFICATIONS:

• Holder of a relevant master's degree, preferably in Business, Records Management, Information Systems, or a related field.
• At least five (5) years of meaningful and progressive work experience in registrarship or academic records administration, preferably in a higher education institution with international programs or global engagement.
• Strong background and hands-on experience in managing Student Information Systems (SIS), including data governance, process workflow configuration, reporting, and system optimization.
• In-depth knowledge of academic policies, government regulations, CHED guidelines, and institutional standards related to enrollment, records keeping, credential issuance, student status management, and graduation.
• Demonstrated experience in end-to-end enrollment management, academic records processing, and compliance documentation.
• Excellent understanding of data privacy, international academic documentation standards, and digital records management best practices.
• Highly passionate and effective team leader capable of motivating, mentoring, and supervising a diverse and multidisciplinary working team.
• Exceptional organizational, analytical, and problem-solving skills, with the ability to manage high-volume processes and meet strict deadlines.
• Strong communication and stakeholder engagement skills, with the ability to coordinate across academic programs, administrative units, IT teams, and external regulators.
• Proficiency in workflow tools, digital document management systems, and Microsoft Office or similar productivity platforms.