VCIS Record Officer

Primary Purpose Of The Role

To maintain and manage student records, ensuring accurate documentation, and efficient communication with internal and external stakeholders. This role involves the preparation and release of various forms, certifications, and academic records while ensuring compliance with policies and external regulations.

Responsibilities

Streamlining document and student records management

• Design and implement systems for organizing and filing documents.
• Prepare, verify, and release forms/certifications for student-athletes in competitions.
• Verify the completeness of enrollment documents.
• Manage internal concerns related to academic records.
• Update the LIS system and provide necessary records/documents.
  
  

Efficient processing and retrieval of academic documents

• Implement digital systems for tracking and retrieving records.
• Process and fulfill document requests, including transcripts, grade certifications, certificates of good moral, transfer records, school recommendation forms, and other related documents in compliance with agreed SLAs and SOPs.
  
  

Effective communication and registrar support

• Manage all incoming correspondence, both paper and digital, ensuring compliance with relevant requirements, policies, and procedures.
• Address parent concerns about academic records.
• Communicate effectively with internal and external customers regarding requests and updates.
• Assist with special projects and initiatives led by the Registrar.
• Perform other tasks assigned to support Records and Family Support team.
  
  

Reference Tasks

• Render support and service to various tasks assigned to/by the Registrar/Principal.
• Maintain, update, and compile student records as assigned by the Registrar/Principal.
• Prepare, accept, and release forms/certifications of all student-athletes/representatives in various school-related competitions here and abroad.
• Ensure that students have complete enrollment documents.
• Furnish requested documents and internally address concerns regarding academic records.
• Address parents concerns regarding academic records.
• Communicate with internal and external customers effectively about requests, updates, and other concerns.
• Accomplish DepEd requirements including updating the LIS (online system), furnishing records, documents, etc.
• Accomplish accreditation-related documents and records.
• Attend to all learner records requests, specifically on the processing of transfer documents (inbound and outbound school-to-school transactions).
• Process transcripts of records, grade certifications, certificate of good moral, transfer records, school recommendation/application forms, and others.
• Assist with special projects and initiatives as directed by the Registrar.
• Perform other tasks as assigned.
  
  

Qualifications And Requirements

Educational Background

• Bachelor's degree in Education, Administration, Business, or a related field.
  
  

Work Experience

• At least 1 year experience in records management, registrar work, or similar roles.
• Knowledge of digital document management systems.
• Experience in dealing with academic records and compliance with education-related policies.
  
  

Technical Skills

• Proficient in using office software (Microsoft Office Suite, Google Workspace) and school management systems (LIS, SIS, or similar).
• Knowledge of basic data management and reporting techniques.
  
  

Additional Requirements

• Strong organizational and time management skills.
• Excellent communication and interpersonal skills.
• Detail-oriented with a strong commitment to confidentiality and accuracy.
• Ability to work independently and as part of a team.
• Adept at organizing and retrieving large volumes of data efficiently.
• Comfortable working in a dynamic and fast-paced environment.
  
  

Work Set-Up

• Onsite work schedule, Monday to Friday.
• Flexible to work overtime during peak times, such as the start of the school year, graduations, and enrollment periods.