Department:
Registrar Department
Description:
The Registrar Assistant / Records Officer plays a pivotal role in supporting the day-to-day operations of the Registrar’s Office while ensuring accurate maintenance and processing of student records. As the institution transitions from CAMS Enterprise to Populi, this position calls for a dynamic, adaptable individual who can think outside the box, collaborate effectively across teams, and help streamline evolving processes. Responsibilities include managing student record requests, assisting with graduation and commencement coordination, and ensuring compliance with academic policies and national standards.
Qualifications:
Associate’s or Bachelor’s degree preferred.
Ability to work well in a fast-paced, team-oriented environment.
Strong problem-solving skills with a forward-thinking, adaptable mindset.
Willingness and ability to learn new systems quickly; familiarity with CAMS Enterprise is a plus, and experience or openness to learning Populi is highly valued.
Excellent organizational, interpersonal, and communication skills.
Comfortable navigating transitions, managing multiple priorities, and helping shape new workflows during system changes.
Strong organizational and communication skills.
Ability to multitask and work effectively under pressure, especially during peak seasons like graduation.
Special Requirements:
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Publisher, Outlook
Proficient in Cognito Forms
Proficient in Acuity Scheduling
Proficient in ClickUp
Proficient in Google Workspace (Sheets, Forms, Calendar)
Duties and Responsibilities:
Student Records & Documentation: Maintain and update accurate records for current students and alumni.. Upload student records to CAMS; provide training to scholarship students on scanning procedures. Process transcript, diploma, and enrollment verification requests per institutional policy. Assist with Change of Program and Add/Drop requests. Process ECE course registrations for students and non-students.
Academic Support & Advising: Advise students and alumni on course selection and degree planning. Conduct graduation advising and verify degree requirements in CAMS. Communicate degree eligibility and ensure completion before diploma release.
Graduation & Commencement Coordination: Coordinate all commencement-related tasks, including managing checklists, timelines, room requests, supplies, and communication. Maintain graduate records and update graduation spreadsheets. Prepare PowerPoint presentations, seating cards, and stage maps for rehearsal and ceremony day. Organize commencement meetings with Media, Marketing, and student council teams. Assist with graduation practice and address any real-time updates. Ensure smooth operations during commencement and support post-event cleanup, invoice processing, and record updates.
Administrative & Office Management: Manage incoming mail, email communications (Outlook/Gmail), and appointment scheduling. Process departmental check requisitions and maintain monthly budget records. Order office and commencement supplies. Submit marketing and room requests and update Registrar’s Office webpages.
Communication & Reporting: Maintain student email correspondence each semester for recordkeeping. Prepare and send requested student records to institutions and individuals.
