Database and Knowledge Management Officer  

Under the supervision of the Assistant Vice President for University Partnerships and Internationalization (AVP-UPI), the Database and Knowledge Management Officer will oversee the development, maintenance, and optimization of the Office’s databases and knowledge management systems. The position is responsible for database management, data analysis, and the development of knowledge management practices to ensure that critical information is efficiently stored, made accessible to, and utilized by the OAVP-UPI team.

Main Duties and Responsibilities

1. Database and Records Management

• Designs, develops, and maintains the UPI’s databases, ensuring data integrity, security, and performance.
• Creates and updates database schemas, tables, and views as needed to support business processes.
• Recommends the data and records governance structures and policies in UPI.
  • Drafts policies that promote effective and efficient data and records management of the unit.
  • Proposes procedures, tools, and templates for proper recording of information.
  • Ensures compliance of the Office to Data Privacy Policies and Laws by coordinating with the University Data Privacy Office (UDPO) and University Legal and Compliance Office (ULCO), if needed, for matters such as, but not limited to, preparing Privacy Notices, preparing Reports with Sensitive Data, and Data Sharing Projects within and outside the university.
• Monitors and optimizes database performance, addressing any issues promptly.
• Implements and maintains data backup and recovery procedures.

1. Data Entry and Validation

• Attends to the recording of UPI information and organization of documents pertaining.
• Coordinates the design and development of an integrated Information System that supports efficient data collection and information management of UPI.
• Collaborates with UPI sections to collect, input, and validate data.
• Assists in the data entry processes of the various sections of the UPI, ensuring accuracy and consistency of data.
• Assists in data validation and quality control procedures.
• Maintains and manages the databases used by the UPI and the UPI page, updates them as necessary, and ensures the database's accuracy and integrity.

1. Knowledge Management

• Establishes and maintains a knowledge management system that organizes and categorizes organizational knowledge and information.
• Collaborates with subject matter experts to capture and document best practices, procedures, and lessons learned.
• Promotes knowledge sharing and dissemination within the organization.
• Creates and implements search and retrieval strategies to enable efficient access to information.
• Provides insights, recommends strategies based on the data attained from the databases, and suggests ways on how best to optimize the information at hand vis-à-vis the operational realities.

1. Perform other university-related duties as may be required by the immediate and/or authorized representatives.

Knowledge, Skills, and Abilities

• Proficiency in database management systems (e.g., SQL Server, MySQL, Oracle) and knowledge management software.
• Strong analytical and problem-solving skills.
• Excellent communication and interpersonal skills.
• Ability to work collaboratively in a team and independently.
• Attention to detail and a commitment to data accuracy and security.
• Knowledge of data protection regulations and best practices is a plus.
• Knowledge of Systems Analysis
• Compliance Management
• Data Management and Analysis
• Judgment, Decision Making, Analytical, and Critical Thinking
• Budgeting and Monitoring
• Good customer relations and stakeholder management skills

Education and Experience Requirements:

• Bachelor's degree; in Computer Science or Information Technology an advantage.
• With at least 2-3 years work experience in a similar capacity