registrar and academic coordinator

REGISTRAR AND ACADEMIC COORDINATOR

At Heritage Career Institute, we are dedicated to advancing healthcare education and preparing the next generation of nursing professionals. Our commitment to academic excellence, innovative teaching methods, and hands-on learning experiences sets the foundation for our students to excel in their nursing careers.

Heritage Career Institute is seeking a highly organized and detail-oriented Registrar & Academic Coordinator to support academic operations, student record management, compliance reporting, and coordination between faculty, students, and administration. This role is essential to maintaining accurate institutional data and ensuring smooth academic processes.

This is a part-time position that requires up to 10 hours per week, depending on the management approval. Your Shift will be during the Eastern Standard Time.

Position Summary:

Position: Registrar & Academic Coordinator

Initial Employment Status: Probationary, Part-Time

Reporting To: School Director

Start Date: 1 week after signing the Offer Letter

Work Schedule: Eastern Standard Time (EST)

Rendering Hours: up to 10 hours per week (depending on the management approval)

Compensation (Monthly): 85 pesos per hour

Responsibilities of Registrar & Student Services Coordinator

The Registrar's Office at Heritage Career Institute serves as the central hub for academic record management, program scheduling, and compliance reporting. The Registrar & Academic Coordinator ensures that all student records are accurate, secure, and compliant with institutional and state regulations, while also supporting smooth academic operations across all programs. This role plays an important part in maintaining the integrity of academic data—such as attendance, grades, transcripts, and completion records—and coordinating essential activities like scheduling, faculty documentation, graduation processing, and accreditation reporting. The Registrar & Academic Coordinator works closely with the Program Director, Admissions, and the School Director to ensure that students, faculty, and administrators receive timely and accurate academic support.

This Job Description will be outlined in detail for you to further understand your role.

REGISTRAR & ACADEMIC COORDINATOR

Reports to: School Director

Collaborates with: Program Director & Admissions

Primary Focus: Academic records management, scheduling, reporting, and compliance tracking

Key Responsibilities:

• Maintain official student online files (attendance, grades, transcripts, completions)
• Manage course registration, schedule changes, and withdrawals
• Publish academic calendars and room schedules
• Prepare graduation eligibility lists and issue certificates
• Administer Student Information System (SIS) / Learning Management System (LMS) data integrity
• Manage faculty listing (in monitoring their CEUs, CPR) and syllabi archives
• Coordinate IT support and system troubleshooting
• Process transcript requests and enrollment verifications

Placement & Outreach:

• Generate completion, retention, and placement statistics
• Track employment data and conduct graduate follow-up surveys
• Maintain alumni and employer contact lists
• Conduct Biennial Alumni Tracer Studies for Placement Data
• Coordinate job fairs and employer connections
• Collect employer feedback on graduate preparedness

Accreditation / Compliance Duties:

• Maintain retention policy for academic records (typically 5+ years)
• Track student performance metrics for annual reports
• Maintain version-controlled catalog appendices (academic section)
• Prepare academic documentation online binders for audits
• Ensure FERPA compliance for all student records
• Provide data exports for state and federal reporting

Qualifications:

• Bachelor's degree in Communication, Education, Psychology, Business Administration, or a related field.
• Experience in academic administration, registrar functions, or related roles preferred
• Background experience in Customer service is required.
• Ability to manage confidential student data
• Proficiency with online systems, databases, or LMS/SIS platforms
• Strong communication, interpersonal, and customer-service skills in making calls.
• Has keen attention to detail in reviewing and verifying documents to ensure accuracy
• Excellent documentation and organizational skills with the ability to manage multiple tasks simultaneously.
• Proficiency in Microsoft Office, Google Workspace, and general administrative tools.
• Ability to work with minimal supervision and maintain confidentiality.
• Ability to work during AM EST hours without any conflicting schedule
• Must NOT engage in any other employment, consulting, or business activity (whether full-time or part-time) that may create a conflict of interest with the Institution.

Requirements:

Submit a copy of your resume to and via Indeed.

Please make sure that you have read the Position Summary.

No counter offers will be accepted.

Only shortlisted applicants will be contacted for an interview.

You are required to fill out this application form:

Job Type: Part-time

Pay: Php85.00 per hour

Expected hours: 8 – 10 per week

Benefits:

• Paid training
• Work from home

Education:

• Bachelor's (Required)

Experience:

• Registrar: 1 year (Required)
• Customer service: 2 years (Required)
• Administrative: 1 year (Required)

Work Location: Remote