Records and Registration Officer for Academic Advisement and Class Scheduling  

Summary of Work Activities and Responsibilities:

The Records and Registration Officer for Academic Advisement and Class Scheduling is in-charge of facilitating the end-to-end class scheduling process. The position also executes all activities and processes related to blocking, academic advisement, enlistment, registration, load revision and final examination support.

Main Duties and Responsibilities:

I. Class Scheduling

• Coordinates with academic departments for the submission of various requirements regarding class scheduling process
• Allocates classrooms and classroom resources based on class size and class requirements, ensuring conflict-free room assignments per semester
• Ensures that class schedules, faculty assignments, and specific requirements adhere to the standard policies and guidelines
• Updates and finalizes schedule changes based on the summary of courses offered and dissolved classes submitted by each academic department

II. Academic Advisement

• Executes academic advisement and ensures adherence to the academic guidelines/policies in compliance with the CHED approved curricula
• Updates the Individual Programs of Study for first year and second year students based on their specific classifications, including but not limited to: shiftees, students with remedial classes, and under the bridging program, irregular students returning from leave of absence and readmission, students from Advanced Placement and International Baccalaureate programs, etc.
• Determines course adjustments, course substitutions in consideration of back subjects, advance credits, or validated courses

III. Schedule Blocking

• Manages the block schedules for first year students and second year students; ensures alignment of specific class schedules within the designated blocks
• Prepares Introduction to Ateneo Culture and Traditions schedules and collaborates with the coordinator for the assignment of formators

IV. Enlistment/Registration Support

• Facilitates enlistment activities for all advised classes of first year and second year students
• Monitors completion of enlistment of students and corresponds with those who have incomplete enlistments

V. Load Revision Support

• Manages the load revision process and ensures that proper documentation and endorsements are obtained
• Updates the Individual Program of Study in accordance with the approved load revision requests

VI. Final Examinations

• Monitors the submission of the lists pertaining to final examinations from academic departments
• Facilitates the scheduling of final examinations, equitably allocates classrooms, and addresses change requests
• Prepares and sends out the schedule of final examinations to students, faculty, and academic departments

VII. Section Management Support

• Participates in meetings related to class scheduling, advisement, pre-registration, post-registration, and other relevant topics pertaining to class scheduling and registration
• Coordinates with Digitial Information and Technology Services regarding all technical concerns and works with the office in establishing new modules pertaining to blocking, class scheduling, and enlistment
• Serves as the resource person for class scheduling, blocking information, enlistment, and other processes in the office
• Maintains the database on classroom inventory and prepares reports on class scheduling and other functions as needed

VIII. Performs other work-related tasks as may be required by the immediate supervisor and any authorized representative

Knowledge, Skills, and Abilities:

• Technological Savvy: Ability to utilize information technology and computer and internet systems to accomplish tasks; Proficiency in MS Office and Google Applications (Word, Excel, PowerPoint, etc.)
• Communication: Ability to express thoughts and ideas effectively for both oral and written communication
• Organization and Time Management: Ability to work efficiently under tight deadlines/schedules, even with minimal supervision; Ability to effectively plan and coordinate the delivery of required outcomes, according to importance and urgency
• Customer Service: Efficient customer service and public relations; Ability to communicate and relate well with other people from different levels of an organization
• Coordination: Adjusts actions in relation to others’ actions; Ability to coordinate with various stakeholders
• Problem Solving: Ability to identify problems and review related information to develop and evaluate options and implement solutions
• Attention to Detail: Being careful about detail and thorough in completing work tasks

Education and Experience Requirements:

• Graduate of any Bachelor’s Degree
• With at least 2 year of relevant work experience, with experience in the academe an advantage