Position Summary
- The DAPS Registrar / Records Officer is responsible for managing all student academic records, registration processes, documentation systems, and institutional data management functions. The role ensures the accuracy, security, integrity, and accessibility of student records throughout their academic journey at Domfas Advanced Preparatory School (DAPS).
- The Registrar serves as the official custodian of student records and academic documentation, supporting admissions, academic coordination, examinations, student progression, and graduation processes. The role is central to maintaining institutional compliance, data management standards, and efficient record-keeping systems that support academic excellence and administrative efficiency.
Key Responsibilities
Student Registration and Enrollment Management
- Coordinate student registration, enrollment, and re-enrollment processes.
- Maintain accurate and up-to-date student demographic and academic records.
- Verify student admission documents and ensure completeness of records.
- Assign student identification numbers and maintain registration databases.
- Support admissions and onboarding processes for new students.
- Ensure proper documentation of student status changes and academic progression.
Academic Records Management
- Maintain comprehensive academic records for all students.
- Record and update grades, transcripts, assessments, and examination results.
- Prepare academic transcripts, report cards, and official academic documents.
- Ensure accuracy and consistency of all academic data entries.
- Safeguard confidentiality and integrity of student academic records.
- Maintain historical records of student performance and progression.
Data Management and Information Systems
- Manage student information systems and records databases.
- Ensure proper data entry, storage, backup, and retrieval systems.
- Maintain digital and physical filing systems for student records.
- Generate student data reports for academic and administrative use.
- Ensure data accuracy, consistency, and security across all platforms.
- Support digital transformation of records management processes.
Examination and Assessment Records
- Coordinate the documentation of internal assessments and examination results.
- Maintain records for mock examinations, standardized tests, and evaluations.
- Support preparation and issuance of examination results and reports.
- Verify accuracy of grading records in collaboration with academic staff.
- Ensure timely processing of academic results and related documentation.
Certification and Transcript Processing
- Prepare official transcripts, certificates, and academic statements.
- Verify student eligibility for graduation and certification.
- Ensure proper documentation for university applications and scholarships.
- Maintain records of issued certificates and academic documents.
- Support authentication and verification of academic records when required.
Compliance and Institutional Reporting
- Ensure compliance with institutional policies and educational regulations.
- Support accreditation and audit processes with accurate records.
- Prepare statistical and academic reports for management and regulatory bodies.
- Maintain documentation required for inspections and evaluations.
- Ensure adherence to data protection and confidentiality standards.
Student Progression and Tracking
- Monitor student academic progression from enrollment to completion.
- Track attendance, performance, and academic standing.
- Identify students requiring academic intervention in collaboration with academic staff.
- Support promotion, retention, and graduation processes.
- Maintain records of student achievements and academic milestones.
Coordination with Departments
- Collaborate with Admissions, Academic Coordinators, Finance, and ICT departments.
- Provide accurate student data for decision-making and reporting.
- Support examination officers and instructors with records verification.
- Ensure smooth communication between departments regarding student data.
- Participate in academic and administrative meetings when required.
Archiving and Documentation Control
- Maintain secure physical and digital archives of student records.
- Implement systematic filing and retrieval systems.
- Ensure protection of sensitive academic and personal information.
- Organize historical records for long-term institutional reference.
- Support digitization of records for improved efficiency.
Administrative and Support Duties
- Respond to requests for student information from authorized stakeholders.
- Assist in preparing school reports, statistics, and summaries.
- Support school events such as graduations, orientation, and examinations.
- Maintain confidentiality and professionalism in all administrative duties.
- Perform additional duties assigned by school leadership.
Qualifications and Experience
Education
Applicants must possess any of the following qualifications:
- Bachelor's Degree in Records Management, Library and Information Science, Business Administration, Public Administration, Education, Information Management, Computer Science, or a related field from a recognized institution.
- Higher National Diploma (HND) in a relevant discipline may be considered with appropriate experience.
- Professional certifications in Records Management, Data Management, or Information Systems are an added advantage.
Experience
- Minimum of 2–5 years experience in records management, registry administration, academic administration, or data management roles.
- Experience working in a school, university, training institution, or similar educational environment is highly desirable.
- Experience using student information systems and database management tools.
- Experience handling confidential academic and institutional records.
Required Skills and CompetenciesRecords and Data Management
- Strong knowledge of records management principles and systems.
- Ability to maintain accurate, secure, and organized data systems.
- High attention to detail and data accuracy.
Technology
- Proficiency in Microsoft Office Suite (especially Excel and Word).
- Experience with student information systems and database software.
- Ability to manage digital filing and data management platforms.
Communication
- Excellent written and verbal communication skills.
- Ability to interact professionally with staff, students, and external stakeholders.
- Strong documentation and reporting skills.
Organization and Administration
- Strong organizational and multitasking abilities.
- Ability to manage large volumes of records efficiently.
- Excellent time management and prioritization skills.
Personal Attributes
- High level of integrity and confidentiality.
- Strong analytical and problem-solving ability.
- Detail-oriented and highly organized.
- Professionalism and accountability.
- Calm and methodical approach to work.
- Commitment to accuracy and excellence.
- Team-oriented and dependable.
Gmail
Yahoomail