Records Management Manager

AIM Asian Institute of Management; Philippines; On-site; PHP 600,000 - 800,000; Full time

Job summary

AIM Asian Institute of Management in the Philippines seeks an experienced administrator to oversee academic records, credentials, and graduation processes, ensuring accuracy, security, and adherence to institutional and international standards.

You will coordinate the enrollment management, admissions testing, SIS data handling, and documentation for loans and scholarships, collaborating with ICT, Finance, and Admissions to maintain data integrity and timely service delivery.

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.