APS Registrar
Ateneo de Manila University
Ortigas, Philippines
17d ago

Position Function

Under the supervision of the Vice President for the Professional Schools, the APS Registrar streamlines and harmonizes operations among the four professional schools Registrar’s Offices : (1) maintaining the integrity and preservation of all student records (grades, citations, etc.

and scholastic documents (transcripts, transfer credentials, etc.), (2) serving as resource person for the Ateneo Professional Schools (APS) community for administrative policies and procedures especially those connected to registration, (3) conceptualizing and implementing reforms for the aforementioned policies and procedures, (4) ensuring that once procedures are reformed, the same are automated, and (5) liaising with Deans and academic heads of the four schools.

A. Relationships

  • 1. Reports to the Vice President for the Professional Schools (VP-APS);
  • 2. Supervises Assistant Registrars with a. Documents processing and preservation

    b. Student records keeping

    c. Registration

    d. Foreign student coordination

    e. Liaison with external clients such as the Commission on Higher Education (CHED), Bureau of Immigration (BI), Department of Foreign Affairs (DFA), Legal Education board (LEB), accreditation agencies, employers, schools, and so on

  • f. Automation of administrative processes 3. Coordinates with internal clients : deans offices, department / cluster chairs, and other academic and administrative offices regarding policies and procedures;
  • 4. Partners with the University Information Technology Resource Management Office (ITRMO) and the Professional Schools IT service provider Ellucian regarding the : a.

    Automation of academic processes

    b. Reengineering administrative processes before these are computerized

    c. Facilitating stakeholder compliance with correct administrative processes pertaining to grades submission, implementation of hold orders, promotion, dismissal, etc.

    B. Principal Challenges

  • 1. Implementation and compliance with policies and procedures despite diverse procedures and practices at the four professional schools, by employing consultation, analytical skills, sound judgment and flexibility as needed;
  • 2. Training and managing a team of assistant registrars that is responsive to the demands of its clients while also able to implement sound administrative regulation and needed reforms in registrar’s processes.

    3. Wherever possible, integrating and standardizing procedures and standards that govern the academic operations of the four professional schools registrar’s offices

    Principal Accountabilities

    A. Direction-Setting / Implementation

  • 1. Provides relevant inputs that help the VP-APS, the Deans, and the Academic Heads set general direction of each school’s administrative processes, through audit / review and streamlining, such as updating student guidebooks;
  • 2. Ensures buy-in to directions, strategies, and processes / systems by administrators, faculty, and students of each school;
  • 3. Ensures on-time, on-budget, and efficient implementation of strategies / action plans among the four Registrar’s Offices in coordination with the VP-APS and the Deans;
  • 4. Collaborates with ITRMO to facilitate the computerization and integration of all registrar and registrar-related functions of the professional schools

    B. Administrative Function

  • 1. Develops innovative approaches that foster proper implementation of office standards, processes, systems, and procedures among the four offices of the registrar, as well as an environment that brings about healthy exchange among team members of their own ideas and suggestions;
  • 2. Oversees the preparation of the annual budgets of the four registrar’s offices by regularly planning operation costs, regularly monitoring any pattern spending as basis for predicting future expenses, and identifying areas for reducing operational costs;
  • 3. Establishes quantifiable and observable performance objectives and provides input to the annual formal performance evaluation of direct reports and / or other Registrar’s Office team members;
  • 4. Drives the planning and provision of team’s training and development needs through collaboration with Office of Human Resources Management and Organization Development (OHRMOD) and the Diploma in Registrarship program of the Loyola Schools Department of Education;
  • 5. Performs other duties and tasks as the Vice President for the Professional Schools deems necessary to support office business objectives.

    C. Document Management

  • 1. Ascertains proper and timely issuance of various requirements / documents pertaining to scholastic records : a. Signs documents / forms (transcript of records, certifications, etc.);
  • b. Ensures that all staff and administrators of the Registrar’s offices are aware of standards of correctness of information contained in all documents and verifications attested to by the Office of the Registrar;
  • c. Drives to improve turnaround time of documents produced by the Offices of the Registrar through operation streamlining and automation;
  • 2. Preservation and disaster recovery a. Develops and updates a disposal schedule of documents maintained and generated by the offices of the registrar in consultation with the Deans

    b. Engages microfilming and digitization providers to back up essential files

    c. Engages an offsite storage facility where essential but non-current files are kept

  • d. Monitors the progress of all microfilm and digitization efforts of the offices of the Registrar 3. Ensures that the professional schools are updated and compliant with the report requirements of CHED, LEB, BI, and DFA;
  • D. Record Keeping

  • 1. Drives a systematic process for recording, maintaining, updating, monitoring, and distribution of all student records;
  • 2. Approves, disapproves, and / or endorses to proper authorities requests, letters, notices, and other outputs such as (but not limited to) : a.

    Requests for substitution of subjects

    b. Requests for transfer of credits

    c. Cross-enrolment permits

    d. Change schedule requests

  • e. Student evaluations 3. Oversees the correct completion of reports, lists, and certifications pertaining to : a. Graduation : list of candidates, degree titles, honors as well as preparation of commencement programs;
  • b. Endorsing enrolment data and credit hours to respective offices;
  • c. Ensuring accuracy and release of various reports to different departments / offices (e.g. : enrollment reports, Supreme Court Documents etc.

    4. Maintains overall management of student evaluation and progression processes

    5. Coordinates with the University Data Protection Officer to ensure that data student data are shared appropriately in compliance with the Data Privacy Act of 2012

    E. Curriculum Development and Processing

  • 1. Reviews, in conjunction with the Deans and Associate Deans, curriculum proposals making sure that requirements / conventions presented can be implemented in line with the existing structure;
  • 2. Provides accurate and timely guidance to different departments to ensure their compliance and efficient preparation of curriculum documentations / requirements for submission to and approval of CHED or Legal Education Board (LEB);
  • 3. Establishes standards for students’ curricular requirements such as correct curriculum versions for all students;
  • 4. Ensures that each professional school faithfully maintains and updates CHED or LEB-approved curricular programs and makes sure that these are properly disseminated and encoded in the student information system;
  • 5. Coordinates with the appropriate Curriculum Director regarding minor curriculum revision, new subject offerings and ensures proper dissemination, encoding and implementation.

    F. Registration Process

  • 1. Upgrades and automates registration processes and student information systems among the four professional schools in partnership with ITRMO;
  • 2. Continuously reviews enrollment processes in conjunction with other academic and administrative processes such as grades submission, promotion, hold order management, and so on to ensure that these operate harmoniously;
  • 3. Decentralizes functions controlled by other administrative offices (accounting, library, student affairs) while allowing them to implement necessary administrative orders (holds, probation, etc.

  • for students during registration;
  • 4. Devises means of correctly forecasting demand for subjects as reflected in correct numbers of classes offered;
  • 5. Partners with ITRMO to evaluate registration processes and to ensure that student information systems remain responsive to requirements of students and faculty;
  • 6. Coordinates with administrative offices such as Facilities Management to ensure that infrastructure of the professional schools registrars offices (hardware, software, servers, etc.

  • are checked and upgraded appropriately;
  • 7. Strategizes on methods to automate manual processes while ensuring that standards of integrity of information, confidentiality, and convenience are maintained.

    G. Student Management

  • 1. Manages and integrates the student information systems of the four professional schools in coordination with ITRMO;
  • 2. Conceptualizes and implements systems for students’ Individual Programs of Study which automate curricular tracking, specialization, majors, minors, shifting, and completion of courses en route to the academic degree;
  • 3. Ensures that all enrolled students of the professional schools have complete credentials (Transfer credentials, birth certificates, visas, etc) which legally allow them to partake of an Ateneo education.

    A. Qualifications :

    1. A post graduate degree connected to any of the fields of expertise at the Professional Schools (MBA, MD, JD, MPM)

    2. Minimum 3 years work experience in a supervisory or managerial capacity; work experience in the academe an advantage.

    3. Previous work experience in a registrar’s office an advantage.

    B. Competencies : 1. Skills

    d. Decision making

    e. Communication (written and oral)

    b. Adaptability

    c. Openness to innovation

    d. Consultation / collaboration

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