Industrial Engineer – Records & Process Management

Asian Institute of Management (AIM); Makati; On-site; PHP 800,000 - 1,200,000; Full time

Job summary

Asian Institute of Management (AIM) in Metro Manila seeks a Records Management Manager to lead academic records, enrollment and documentation functions within the Office of the Registrar. You will ensure accurate records, implement graduation processes, and maintain compliance with international standards.

Responsibilities include managing enrollment cycles, enforcing policies, overseeing the admissions test results, and coordinating with ICT and other units to preserve data integrity across SIS

Qualifications

• An Industrial Engineering graduate.
• Five or more years of progressive experience in records management and process excellence or academic records administration.
• Strong background and hands-on experience in managing Student Information Systems (SIS) and data governance.

Responsibilities

• Ensures accuracy, completeness, and secure management of all students' academic records and credentials.
• Coordinates evaluation processes supporting decisions related to credits, standing, and graduation eligibility.
• Leads planning and implementation of graduation ceremonies with accurate lists and logistics.
• Manages student enrollment processes, onboarding, term enrollment, add/drop, and status tracking.
• Ensures compliance with government regulations and international academic standards.
• Oversees the Online Document Request Portal for efficient processing and verification.
• Supports enforcement of policies by maintaining compliant, updated enrollment and student records.
• Ensures data encoding, workflow monitoring, and QA within the SIS.

Skills

Records management

Process improvement

Data governance

SIS management

Education

Industrial Engineering degree

Tools

SIS (Student Information System)

Digital archiving systems

Job description

The Records Management Managersupports 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:

• An Industrial Engineering graduate

• At least five (5) years of meaningful and progressive work experience in records management and process excellence or with academic records administration.

• Strong background and hands-on experience in managing Student Information Systems (SIS) or comparable systems, including data governance, process workflow configuration, reporting, and system optimization.