Student Records Manager

Position Overview

The Student Records Manager is tasked with ensuring the integrity, accuracy, and security of all student records at Bahamas Technical and Vocational Institute (BTVI). This role assures adherence to institutional policies and supports the effective functioning of the Office of the Registrar. The Student Records Manager oversees records workflows and the Student Information System (SIS) and supports the student data reporting function in collaboration with the Department of Institutional Effectiveness.

Key Responsibilities

Student Records Management

• Maintain accurate and secure student academic records in accordance with institutional policy and applicable regulatory requirements.
• Ensure all record-keeping practices meet institutional, accreditation, and governmental compliance standards.
• Process approved enrolment changes, including course adds or drops.
• Manage student withdrawal processes and related documentation.
• Uphold strict confidentiality in the handling of student information.
• Student Information System (SIS) Administration
• Support the daily operation of EMPOWER (SIS), including data entry, system configuration, and user access management.
• Assist with the setup of registration rules, prerequisites, co-requisites, and course restrictions.
• Conduct system checks and participate in testing for SIS updates, patches, and new releases.
• Generate standard SIS and Power BI reports related to enrolment, grading, and academic records, in collaboration with the Institutional Researcher.
• Provide training and support to faculty and staff on the use of EMPOWER and the web portal in alignment with assigned access levels.
• Maintain current knowledge of student records regulations and system-related compliance requirements.

Course Scheduling and Registration Support

• Review semester course schedules submitted by Department Heads, identify discrepancies, and enter final schedules into EMPOWER, ensuring the absence of instructor and classroom conflicts.
• Notify the Registrar upon completion of data entry and participate in a joint review to confirm accuracy and readiness for publication to Deans and Department Heads.
• Generate grade reports at the end of each semester/session and provide same to Deans and Department Heads to ensure the accuracy of final grades.
• Prepare end-of-term reports, including incomplete grades and missing attendance records for the Office of Academic Affairs.
• Provide administrative and technical support during peak operational periods such as registration and end-of-term processing.

Customer Service and Cross-Departmental Support

• Respond to student, faculty, and staff inquiries regarding records, registration, and related policies.
• Provide support to the Admissions team as required, ensuring accurate exchange of student information and assisting with record-related tasks that facilitate the transition from applicant to enroled student.

Policy, Procedures, and Compliance

• Assist the Registrar in the development, implementation, and refinement of procedures related to student records and enrolment management.
• Ensure student record processes align with internal workflows, compliance standards, and operational timelines.

Professional Development and Other Duties

• Participate in professional training and development activities as directed.
• Perform other reasonable duties as assigned.

Skills/Abilities

• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite and database management.
• Experience with Student Information Systems (SIS) or familiarity with data management and reporting.
• Ability to run and analyze reports using Power BI Software.
• Ability to follow established procedures and maintain accurate records.
• Ability to work collaboratively and support multiple stakeholders.
• Commitment to confidentiality and data integrity.
   

Education/Qualifications

• Bachelor’s degree in business administration, Information Technology Management or a related field.
• At least 3 years of experience working with database systems.