Records Management Manager

AIM Asian Institute of Management; Makati; On-site; PHP 500,000 - 900,000; Full time

Job summary

AIM Asian Institute of Management in Makati seeks a seasoned administrator to oversee all student records, credentials, and graduation operations, ensuring accuracy, security, privacy, and strict compliance with international standards and regulatory requirements.

The role coordinates enrollment management, onboarding, term enrollment, add/drop, study plans, and status tracking; supervises transcripts, certificates, and graduation lists; and partners with ICT and academic units to maintain data

Responsibilities

• Oversees accuracy, completeness, and secure management of all student records and credentials.
• Coordinates evaluation processes for course credits, academic standing, and graduation eligibility.
• Plans, organizes, and implements graduation ceremonies with compliance to institutional and international standards.
• Manages student enrollment processes including onboarding, term enrollment, add/drop periods, study plan adjustments, and status tracking.
• Ensures compliance with government regulations, institutional policies, and international academic standards.
• Coordinates with academic programs, SIS teams, Finance, and Admissions to ensure seamless enrollment cycles.
• Oversees secure preparation, encoding, scoring, documentation, and archiving of admissions test results.
• Oversees documentation, eligibility verification, and secure filing of student loan and scholarship records.
• Ensures accurate data encoding, workflow monitoring, reporting, and QA within the SIS; aligns with global standards.
• Oversees the Online Document Request Portal, ensuring efficient processing, verification, and release of academic records.
• Leads records-related planning, documentation, compliance reporting, and audit preparations.
• Ensures that records and processes align with international academic standards and data privacy regulations.

Job description

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.

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.

Enforcement of Policies and Government Regulations

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

Student Admissions Test

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

Student Loans and Scholarships

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

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.

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.

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.

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.