Records and Registration Officer for Academic Advisement and Class Scheduling I  

Summary of Work Activities and Responsibilities

The Records and Registration Officer for Academic Advisement and Class Scheduling I manages the end-to-end class scheduling process and supports academic advisement, registration, load revision, enlistment, and final examination coordination. The role ensures accurate scheduling, compliance with academic policies, and efficient coordination among academic departments, faculty, and administrative offices to support student enrollment and academic progression.

Main Duties and Responsibilities:

Class Scheduling:

• Coordinates with academic departments to gather and review class offerings, faculty assignments, room allocations, and scheduling requirements. Ensures accuracy, resolves scheduling conflicts, allocates classrooms based on capacity and requirements, and maintains conflict-free schedules. Updates schedules and system records in AISIS, monitors class demand, facilitates schedule adjustments, and coordinates with internal offices such as CFMO, DITS, and academic units. Supports equitable distribution of classes and ensures adherence to academic policies and guidelines.

Academic Advisement:

• Provides academic advisement to students, ensuring compliance with curriculum requirements, prerequisites, and academic policies. Updates Individual Programs of Study (IPS), manages special cases such as shiftees and irregular students, and communicates with students and academic units regarding academic planning and course adjustments.

Schedule Blocking:

• Develops and manages block schedules for first- and second-year students. Ensures conflict-free schedules, monitors enrollment data, adjusts block assignments, and coordinates schedule changes with departments. Supports re-blocking and course adjustments based on student academic needs.

Enlistment and Registration Support:

• Facilitates student enlistment and registration processes, monitors enrollment completion, resolves enlistment issues, balances student distribution across classes, and assists students requiring special accommodations.

Load Revision Support:

• Manages load revision requests, ensures compliance with procedures, coordinates approvals, updates student records, and provides guidance to students throughout the process.

Final Examination Coordination:

• Coordinates with academic departments to schedule final examinations, allocate venues, resolve conflicts, and communicate examination schedules to students, faculty, and departments.

Section Management and Administrative Support:

• Serves as a resource person for scheduling and registration processes, responds to student and parent inquiries, maintains classroom and scheduling databases, prepares reports, and collaborates with relevant offices to improve systems and processes.

Knowledge, Skills, and Abilities:

• Requires proficiency in information systems and office applications, strong communication and coordination skills, organizational and time management ability, customer service orientation, problem-solving skills, and attention to detail. The role requires the ability to work efficiently under deadlines and collaborate with multiple stakeholders.

Education and Experience Requirements:

• Graduate of any Bachelor's Degree, must be a 4 year course of program
• With at least 2 year of relevant work experience, with experience in the academe an advantage