ASSISTANT REGISTRAR at the School of Medicine and Public Health
Job Summary
Under the APS Registrar, the Assistant Registrar is responsible for driving strategic initiatives and reforms in the AP Registrar’s Office.
Job Responsibilities
1. Direction-Setting/Implementation
· In consultation with the APS Registrar, the Assistant Registrar:
o Sets general office direction
o Streamlines, aligns and develops registrar processes/systems/policies
o Establishes quantifiable and observable performance measures for members of the APS Registrar’s team.
o Implements the APS Registrar’s mandates on completion credentials and clearance
2. Administrative and Supervisory Function
· Creates standards and guidelines for the proper management and utilization of all office assets (people, time, and property).
· Prepares the APS Registrar’s Office’s budget and oversees the finances by monitoring patterns of spending & disbursement, and identifying cost saving measures.
· Plans and provides avenues for team’s training and development in coordination with the APS Registrar.
· Supervises APS Registrar’s Office’s staff in ensuring student database integrity, accurate and speedy reports generation per clients’ requirements.
· Develops an atmosphere that brings about a healthy exchange of ideas and suggestions.
· Manages proper implementation of special projects as may be assigned from time to time, such as, but not limited to:
o Attending/representing the APS Registrar, in his absence, in various meetings, Committees and other similar functions:
o Providing inputs in preparation of School Calendar with the APS Registrar and Offices of the Deans and Vice President for the Professional Schools;
o Participating in University-sponsored/endorsed activities that require involvement of the office;
o Participating in special projects required or assigned by external offices (within or outside the University).
3. Operations (Document Requests, Record Keeping, Curriculum Development & Processing, and Registration Process)
· Designs and innovates processes, as necessary, for efficient and effective recording, maintaining, updating, monitoring, and distribution of all student records
· Oversees the accurate and timely delivery of document processing and preservation service.
· Ascertains proper and timely issuance/distribution of various requirements/documents to the proper channels and offices.
· Manages the efficient conduct of every registration process.
· Oversees the Registrar’s Management System (RMS).
· Reviews curriculum proposals.
· Ensures proper management and timely submission of Government documentary requirements to CHED, LEB, BI and DFA.
· Attends to requests on behalf of the APS Registrar, as needed.
4. Management Information System Function
· Partners with the Information Technology Resource Management Office (ITRMO) with regard to:
o The automation of processes and databases after these have been evaluated in consultation with all stakeholders.
o Contributing to the development, testing and implementation of IT related programs and solutions for process streamlining.
o Reviewing the performance of solutions providers of the IT needs of the school unit and
o Recommending improvements and changes in information systems as needed.
5. Collaboration and Communication
· Partners, collaborates, and communicates with various stakeholders regarding policies and procedures
· Coordinates the processes and activities of all administrative offices and volunteer groups managing the enrollment of students.
· In cooperation with the APS Registrar, provides accurate and timely guidance to different Departments to ensure their compliance and efficient preparation of curriculum documentations/requirements for submission to and approval of CHED or Legal Education Board (LEB).
6. Performs other duties and tasks as the APS Registrar deems necessary to support the office’ business objectives.
QUALIFICATIONS:
· A college degree connected to the field of expertise at the School to be served
· Post-graduate units are an advantage
· With IT Management background
· At least 5 years work experience in a supervisory capacity
· Experience in the academe is an advantage
· Must have demonstrated skills in
Ø People management
Ø Decision making and analysis
Ø Troubleshooting
Ø Attention to detail
Ø Computer literacy
Ø Communication (written and oral)
Ø Consultation
· Flexible and ability to adapt
