RECORDS AND ACADEMIC PROGRAM OFFICER at the School of Government

Job Summary

Under the supervision of the Academic Program Head and the Dean, the Records and Academic Officer effectively supports the operation of the School of Government by:

Job Responsibilities

      I.        General Responsibilities

A.     Prepares and submits needed information to the Academic Head for annual and quarterly reports

B.     Prepares and submits needed information to the Academic Head for preparation of annual Academic Team budget

C.    Ensures that all documents especially budget related files are treated confidential and that all files are intact on designated file cabinets

D.    Performs other related tasks as may be assigned by the Dean / Academic Program Head 

     II.        As Records Officer:

A.     Application Process

1.     Manages and oversees the entire program application process

·         Thoroughly reviews and maintains application documents

·         Provides appropriate feedback to applicants regarding the status of their application submission

·         Summarizes information of applicants based on their submitted documents and application results and forwarding this information to the Academic Head;

·         Coordinates with the Bulatao Center for aptitude testing, receives the test results and, ensures confidentiality and test integrity at all times

·         Convenes the Admissions Panel, consisting of the Academic Head and two (2) core faculty members

·         Arranges interview schedule of specific applicants with ASoG panel when necessary 

2.     Prepares and releases application results (Notice of Acceptance and Unsuccessful Application), noting especially Acceptance Conditions specific to students upon approval of the Academic Head

3.     Monitors and generates a list of students with indefinite and /or special academic requirements to fulfill upon admission, communicating their completion, and confirmation of students’ new status 

B.     Registration

1.     Sets registration schedule and guidelines at least three weeks before the start of the module in coordination with the MPM Academic Program Officer

2.     Processes requests for or inquiries on registration information, guidelines, procedures, and/or documents, deadlines, important dates

3.     Guides and assists students through the registration process

·         Assesses students’ eligibility for enrollment

·         Accurately evaluates students’ academic status

·         Changes in students’ advisement;

·         Performs other special requirements such as enlisting late enrollees and assisting in encoding changes/irregular enlistment

·         Monitors accomplishment of academic requirements needed to undertake Comprehensive Examinations, Oral Defense of Thesis/ Dissertation, and graduation

C.    Program End and Graduation

1.     Sets deadlines and prepares list of candidates for graduation before every end of school year in coordination with Academic Head

2.     Processes student clearances with affiliated units, such as CAO, the Rizal Library, and other concerned units

3.     Serves as the overall ASOG coordinator of graduation

4.     Prepares, checks, distributes diplomas for graduating students

D.    Student Evaluation and Records Keeping

1.     In coordination with the Academic Head, develops and implements a system to ensure

·         Timely submission and release of student grades

·         Updates of INC, UW, and like grades to reflect completion / non-completion / change of grade

·         Accurate and proper processing of Completion Forms, Change of Grade Forms, and other forms concerned with student grades

2.     With approval from the Academic Head and in coordination with the Assistant to the Registrar, develops and implements an effective and systematic process for receiving,  preparing, maintaining, storing, and retrieving all scholastic documents, files, and report records in line with the ASOG’s standards of relevance, efficiency, and service, including but not limited to:

·         Students’ grades database

·         Graduate school grade reports

·         Grade sheets and class lists

·         Enrolment/ class lists

·         Forms and reports for submission to Commission on Higher Education (CHED)

·         Failures and honors lists

·         Student clearances

·         Transcript of Records (Official and For Evaluation)

·         Transfer of Credentials

·         Student Diploma

·         Governance Innovation Report details

·         Other certification, verification forms, and the like

3.     Ensures students’ records are complete, up-to-date, and systematically maintained  to facilitate quick reference for efficient response to specific request for specific documents

4.     Maintains stability and integrity of student database by encoding accurate data into the system, and constantly updating all pending requirements to complete student records information

E.     Administrative Functions

1.     Contributes to the regular process of reviewing office processes, systems, and/ or procedures, especially within the Records and Registration team, that will improve the team’s efficiency and service level to the community

2.     Participates in and is accountable to one’s own performance planning, evaluation, and development

3.     Performs other duties and tasks as the School Registrar deems necessary to support the office’ business objectives

    III.        As Academic Program Officer for PhD LS-PM:

A.     Application Process

1.     Guides applicants or students through the application and registration process

·         Reviews and maintains application documents thoroughly

·         Coordinates with the Testing Center for entrance examination schedule

·         Summarizes information of applicants based on their submitted documents and application results

·         Arranges interview schedule with ASoG panel when necessary

2.     Prepares and releases application results (Notice of Acceptance and Unsuccessful Application), noting especially Acceptance Conditions specific to students

B.     Course Assistance

1.     Pre-Module

·         Assists in course scheduling by way of coordinating with other Academic Program Officers for

Ø  Advices regarding necessary course offerings for PhD completion

Ø  Schedules MPM classes for respective cohorts and assists Academic Head in faculty recruitment / assignments

Ø  Issuances of NOTICE OF COURSE OFFERING at least 4 weeks before the start of each term, including guidelines for registration

·         Coordinates with assigned faculty for contract processing, course designs, schedules, and materials, and other contract deliverables an needed

·         Reminds faculty and students of schedules at least ONE WEEK before the start of term

·         Facilitates faculty and teaching staff remuneration when appropriate, including initiation of Order for Check requests

2.     During Program and Course Activities

·         Verifies the status of enrollment of each PhD student and submits the list to the Academic Program Head in coordination with the Asst. to the Registrar and CAO

·         For classes with PhD students, attends to faculty needs and concerns as necessary including collection of reports, papers, and course requirements

·         Informs the Academic Head of such for action in cases where faculty needs and concerns are beyond his/ her area of responsibility

3.     Post Program Activities

·         Follows up the grade submissions from faculty, constantly informing him/ her of deadlines

·         Submits signed and final grading sheets to the Records Officer / Asst. to the Registrar for proper filing and recording  

·         Files and keeps all course designs and materials for future reference

·         Tracks the progress of current student cohorts, in liaison with the Records Officer / Asst. to the Registrar

·         Recruits competitive faculty to handle PhD subjects and make sure they come from diverse background

C.    Program Management

1.     Finalizes the ASOG leadership framework anchored to the University Ignatian Leadership

2.     Improves management and operations systems of the PhD in LS-PM program

3.     Organizes quarterly brown bag or leadership symposium

4.     Performs other related tasks as may be assigned by the Dean

QUALIFICATIONS:

·         Self-Management                                      

·         Self-Development                                      

·         Problem-solving                                         

·         Technical Knowledge / Skills   

·         Initiative                                        

·         Networking                                  

4.     Team player