Registrar / Records Officer at Domfas International Leadership Academy (Domfas ILA)

Domfas International Leadership Academy (Domfas ILA) was founded with the primary goal of transforming learners into leaders – ensuring students develop critical thinking skills, creativity and a flexibility of mind that will benefit them for life. As a true international private school, Domfas leverages a blend of American curriculum and the best of African curriculum to provide students with a unique and well-rounded educational experience.

We are recruiting to fill the position below:

Job Title: Registrar / Records Officer

Location: Ekiti
Job type: Full time

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

Educational Qualification:
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:

• Must have 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.

Application Closing Date
Not Specified.

How to Apply
Interested and qualified candidates should send CV and Application to: HR@Domfas.com or Info@domfas.com using the Job Title as the subject of the email.