RECORDS OFFICER (REGISTRAR'S OFFICE)

Metropolitan Medical Center -College of Arts, Science & Tech; Manila; On-site; PHP 260,000 - 360,000; Full time

Job summary

Metropolitan Medical Center -College of Arts, Science & Tech seeks a detail‑oriented Registrar to maintain and update Student Permanent Records, assist with admissions, and ensure accurate enrollment data and reports. The role involves handling confidential documents, coordinating with colleges, and issuing official transcripts and certifications.

The ideal candidate has a Bachelor's degree in Computer Science or Information Technology, 3–5 years of records management experience in an academic

Qualifications

• Bachelor’s degree in CS/IT or related field.
• 3–5 years of experience in records management, preferably in an academic setting.
• Knowledge of MS Word, Excel and PowerPoint.
• Highly organized with ability to multi‑task and take initiative.

Responsibilities

• Maintain accuracy and completeness of SPR, update records including PSA birth certs and official transcripts.
• Oversee admission of new students and validate subjects for transfer and graduation.
• Prepare enrollment and CHED submission lists and reports for NSTP and graduates.
• Process and issue document requests such as TORs, certifications, and waivers.
• Ensure confidentiality and proper document flow of student records.

Skills

MS Applications

Records management

Education

Bachelor’s degree in Computer Science / Information Technology or related field

Job description

JOB SPECIFICATION:

EDUCATION : BACHELOR’S DEGREE IN COMPUTER SCIENCE, INFORMATION

TECHNOLOGY, OR OTHER RELATED FIELD.

EXPERIENCE : 3-5 years of relevant experience in records management, preferably in

an academic/educational institution.

SKILLS : Knowledge in MS Applications (MS Word, Excel, PowerPoint)

Highly organized and with the ability to multi-task with a strong

sense of responsibility and initiative.

DUTIES AND RESPONSIBILITIES:

• Maintains the accuracy and completeness of Student Permanent Records (SPR). Updates student records, including PSA birth certificates, Good Moral Certificates, transfer credentials for transferee, and F138/F137 for new /transferee students;
• Oversees admission of new students;
• Validates subjects evaluated and credited by the Program Heads and College Deans;
• Prepares Subjects to be offered every semester;
• Checks subjects indicated in student’s Pre-Registration Forms for enrollment;
• Prepares the enrollment list of students every semester for submission to CHED including list of students enrolled in NSTP and reports on NSTP graduates;
• Prepares reports of students with Waiver, students transferred to other school, officially withdrawn, re-admitted students/transferees;
• Informs the students of their lacking requirements. Issues the request form for F137 for new students and Official Transcript of Records for transferee students;
• Evaluates/updates the records of students for promotion to a higher level, and eligibility for graduation;
• Conducts student records evaluation every year level to update the lacking admission requirements and incomplete grades;
• Regularly updates, sorts, and files records submitted by the students;
• Systematically manage and keep student files / records by classifying them on active (per course) or inactive files;
• Receives, processes, and dispatches student records and transcripts while ensuring proper document flow, security, and confidentiality;
• Coordinates with the concerned Colleges for the submission and consolidation of major exam schedule every semester;
• Attends to inquiries of students regarding school records, admission, enrollment and other information;
• Processes and issues document requests such as Certifications, Transfer Credentials, Transcript of Records (TOR), and other documents requested by students;
• Assists students with the assessment of tuition fees for Special class;
• Assists students with Adding/Dropping of subjects and Changes in Conflicting Class Schedules;
• Evaluates records to ascertain student’s level. Promotion, eligibility to graduate and determines subjects to be credited;
• Issues and checks Student Clearance and applications for graduation an graduation-related waivers;
• Prepares list of students with all the data’s needed for Insurance;
• Maintains the files and confidentiality of records;
• Performs other related duties and responsibilities that may be assigned by the School Registrar.