Administrative Officer/Registrar

The Head Administrative Officer/Registrar is the senior leader responsible for the full spectrum of academic records management, regulatory compliance, and administrative operations of the AI Training Institute. As the institute's primary compliance officer for TESDA Registration, UTPRAS accreditation, and government scholarship programs, this role ensures that all learner records, reporting requirements, and institutional processes meet the highest standards of accuracy, integrity, and timeliness. The Head Admin / Registrar also provides supervisory leadership to the administrative team and represents the institute in official regulatory transactions. A. Academic Records Management & TESDA Compliance

• Oversee the complete lifecycle of learner records — enrollment, attendance, completion, and certification in full compliance with TESDA Training Regulations (TR)
• Serve as the institute's primary point of contact a for all TESDA Regional and Provincial Office communications
• Manage and authenticate all official institute documents: Certificates of Completion, Training Records (TR), Diplomas, and Grade Sheets
• Maintain the TESDA Training Management Information System (T2MIS) and ensure accuracy of all data submitted to TESDA portals and systems
• Lead preparation and submission of all regulatory compliance reports including UTPRAS updates, program registration renewals, and TESDA audit requirements
• Ensure proper maintenance of Competency-Based Curriculum (CBC) records, Training Regulations, and assessment documentation in accordance with TESDA standards

B. TESDA Registration and Accreditation Management

• Direct coordination with the Center Head; he/she will manage the institute's TESDA Registration (COPR) cycle, including initial application, renewal, and program amendments under UTPRAS
• Coordinate with TESDA assessors and assessment centers for NC II/III learner assessment referrals and scheduling
• Lead documentation preparation for TESDA Program Registration, ensuring all CBC, CBLM, equipment lists, and facility requirements are complete and current
• Monitor accreditation timelines and proactively manage all pre- and post-accreditation compliance actions
• Represent the institute in TESDA site inspections, audits, and post-registration reviews

C. Government Scholarship Program Administration

• Administer and oversee the institution's TESDA and other government scholarship programs from application intake to completion and payment processing
• Ensure strict compliance with TESDA and other government scholarship guidelines on slot allocation, beneficiary eligibility, fund utilization, and liquidation
• Prepare and submit scholarship utilization reports, liquidation documents, and progress reports to funding agencies
• Coordinate with the Liaison Officer to ensure seamless referral of scholarship-eligible learners
• Maintain up-to-date scholarship tracking registers per program, per cohort, and per evaluation period
• Maintain up-to-date tracking of work absorption of graduates for reporting and evaluation

D. Administrative Operations & Team Leadership

• Direct and supervise the Assistant Admin / Registrar and support staff
• Develop and maintain administrative policies, standard operating procedures (SOPs), and office systems aligned with TESDA and institute standards
• Manage procurement of training supplies and administrative materials
• Oversee and report budget monitoring, petty cash management, and liquidation of administrative funds to the Center Head
• Coordinate institute-wide scheduling: training calendars, assessment dates, government deadlines, and organizational events
• Prepare management-level reports and data analytics for the Center Head on enrollment trends, completion rates, and compliance status

E. Learner Services & Institutional Quality

• Establish and maintain high standards of learner-facing services: inquiry response, document processing, grievance referral, and feedback management
• Lead the design and administration of learner satisfaction surveys and act on results to improve service delivery
• Participate in internal quality audits and implement corrective action plans to address gaps in

administrative operations ▸ Contribute to the institute's preparation for TESDA Scholars Graduation events

CORE COMPETENCIES :

• TESDA Regulatory & Compliance Mastery
• Academic Records & TMIS Management
• Government Scholarship Administration
• UTPRAS & COR Accreditation Management
• Team Leadership & Staff Supervision
• Government Procurement
• Budget Monitoring & Fund Liquidation
• Stakeholder & Agency Communication
• Analytical Reporting & Data Management
• Process Improvement & SOPs Development

MINIMUM QUALIFICATIONS

Education

• Bachelor's degree in Business Administration, Public Administration, Office Management, Education, or a related field
• Relevant vocational qualifications (TESDA NC II in Business Administration or related) may be considered in lieu of a degree, with equivalent experience

Experience

• At least 1 - 2 years of experience in academic, government, or office administration
• Exposure to TVET or TESDA-funded program operations is a strong advantage

Knowledge & Skills

• Basic knowledge of TESDA programs, Training Regulations (TR), and scholarship schemes (STEP,TWSP, PESFA)
• Proficiency in Microsoft Office (Word, Excel, Outlook) and/or Google Workspace (Docs, Sheets, Drive)
• Ability to manage multiple deadlines with accuracy and confidentiality
• Familiarity with AI, digital tools, or ed-tech platforms is an advantage

Personal Attributes

• Highly organized, reliable, and detail-oriented
• Service-oriented with a professional and respectful demeanor
• Proactive in flagging issues and following through on tasks
• Comfortable working in a fast-paced, government-aligned program environment