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.