Administrative Officer-Records at Kenya Methodist University (KeMU)

ADMINISTRATIVE OFFICER-RECORDS KeMU/ADM/AO/1/12/2024 GRADE MU 11 (1) POSITION MAIN CAMPUS

Reports to the Section Head.

Job Description

The Administrative Officer- Records will be expected to: -

Acting as an institution memory (records keeper) for students and courses on behalf of the University.

• Provide safe and secure storage of student’s records through an elaborate filing system, cabinets to preserve student’s data.
• Facilitate students’ admission into the university through registering them in the ERP every beginning of each first year of study to ensure that the student’s only bona fide ones are in the database. 
• Perform regular update of Enterprise Resource Planning (ERP) by occasional checks in the student’s card, students’ statistics and semester registration to ensure accuracy of students’ information.
• Organizing and administering the records, registration and clearances, including final transcripts evaluations and Academic awards. vi. Participating in collecting, recording, analyzing and reporting of student statistics to the Ministry, regulators and other stakeholders.
• Initiating appraisal, archival and disposal of records
• Provide necessary data for preparation of students reports to facilitate decision making in management
• Ensure internal communication by writing letters, emails, telephone calls and face to face, to ensure prompt and timely feedback.
• Ensure graduation clearance process is undertaken and all records filed into respective students’ files.
• Ensure proper filing and file circulation to various action officers for prompt feedback
• Ensure proper maintenance of records.
• Any other duties as assigned by immediate supervisor. 

Minimum Requirements

• A Master’s degree in Information Science/ Records and Archives Management or equivalent from a recognized University with not less than 6 years’ work experience in a similar administrative position.
• Adequate working experience in managing Students records
• Hands-on skills in using ERP
• Adequate knowledge in data mining and Analysis
• Proficiency in ICT skills
• Good communication and interpersonal skills
• Attention to details, high level of integrity and confidentiality