Student Records Assistant

Ateneo; Quezon City; On-site; PHP 240,000 - 360,000; Full time

Job summary

Ateneo de Manila University is seeking an Administrative and Records Management Support staff to handle frontline document requests, enrollment documents, and archiving. You will ensure accurate logging of student records, update SIS data, and assist with DepEd reports and voucher processes.

The role requires attention to detail, proficiency in MS Office and SIS systems, and the ability to coordinate with various offices.

Qualifications

• Bachelors degree in any field.
• At least 2 years of clerical or records-related work experience.
• Familiarity with Ateneo de Manila University systems and DepEd requirements is an advantage.

Responsibilities

• Attend to inquiries and process requests for academic documents.
• Prepare and issue report cards, honor cards, and enrollment documents.
• Update and encode student information in SIS.
• Coordinate with DepEd for reports and voucher programs.
• Validate enrollment and graduation records and manage file archiving.

Skills

Administrative and Records Management

Customer Service Orientation

Technical Proficiency

Communication Skills

Attention to Detail

Time and Task Management

Adaptability and Proactivity

Stakeholder Coordination

Education

Bachelors degree in any field

Tools

Microsoft Office

SIS

EduSuite

Job description

deadline of application is on 4 Jan

Job Description

Main Duties and Responsibilities
I. Frontline and Document Processing Support

• Attends to inquiries, document requests, and transactions from students, parents, alumni, and other stakeholders across various communication channels
• Receives and processes requests for academic documents such as Transcript of Records, certifications, and enrollment-related documents
• Prepares and issues report cards, honor cards, year-end decision letters, and other academic documents
• Supports college application processes by preparing, encoding, and validating student records for submission to universities
• Assists in the printing and distribution of class schedules, grading sheets, and student information documents

II. Student Records and Information Management Support

• Prepares folders for new enrollees and ensures systematic logging, filing, and updating of academic and personal documents
• Archives folders of graduated, transferred, or withdrawn students following prescribed guidelines
• Updates and encodes student information such as name, school address, contact details, and promotion status in the SIS
• Prepares and monitors requests for TOR from other institutions, receiving incoming records and issuing acknowledgments
• Compiles and updates class lists, elective lists, and other student directories in both digital and physical formats

III. DepEd Compliance and Support

• Updates the enrollment lists and promotion status of students in the DepEd Learner Information System at the start and end of the academic year
• Prepares, encodes, and validates data for DepEd-mandated reports, certifications, and student records
• Coordinates with DepEd on seminars, orientations, and validation of student records related to the SHS Voucher Program
• Processes Education Service Contracting and Qualified Voucher Applicant documentation and billing requirements in coordination with the Private Education Assistance Committee

IV. Registration and Enrollment Support

• Prepares and validates the list of accepted and promoted students for enrollment
• Processes and issues registration cards, monitors their return, and ensures proper distribution of enrollment documents to relevant offices
• Receives and verifies submitted F138 and other enrollment documents, checking for completeness and accuracy
• Sorts and tags report cards for newly enrolled students, ensuring F138 is appropriately marked and returned to the issuing school when necessary
• Sets up subject and elective tagging in the SIS in preparation for registration
• Identifies and validates students requiring a SSP to ensure compliance with immigration requirements for foreign nationals
• Reviews submitted documents, requirements and processing fees for accuracy and completeness, and encodes relevant information for tracking and necessary follow-up
• Files and encodes all related SSP records in compliance with institutional standards

VI. Graduation and Special Program Support

• Assists in the preparation of graduation-related materials by validating student names, academic honors, and other graduation credentials
• Verifies student names and honors for accuracy before diploma printing
• Collects, encodes and updates alumni data for post-graduation documentation
• Prepares and distributes materials for year-end ceremonies and the Special Remedial Program
• Processes academic and non-academic records related to SRP and prepares graduation requirements for SRP completers

VII. Performs other work-related tasks as may be required by the immediate
supervisor and authorized representative

Minimum Qualifications

Knowledge, Skills, and Abilities:

• Administrative and Records Management: Ability to organize, maintain, and safeguard confidential academic records in compliance with data protection policies
• Customer Service Orientation: Exhibits patience, professionalism, and responsiveness in addressing inquiries from students, parents, and external stakeholders
• Technical Proficiency: Demonstrates proficiency in Microsoft Office applications, SIS, EduSuite, and other academic information systems
• Communication Skills: Clear and effective oral and written communication for correspondence and documentation
• Attention to Detail: Thorough in reviewing and validating records and documents for accuracy and completeness
• Time and Task Management: Able to work efficiently under pressure, manage competing priorities, and meet tight deadlines
• Adaptability and Proactivity: Able to work independently or in teams, respond to shifting priorities, and contribute to process improvements
• Stakeholder Coordination: Capable of liaising with various offices, departments, and external agencies with professionalism and efficiency

Education and Experience Requirements:

• Bachelor’s degree in any field
• At least 2 years of relevant clerical or records-related work experience, preferably in an academic setting
• Familiarity with the Ateneo de Manila University academic systems and DepEd requirements is an advantage

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Ateneo de Manila University (Ateneo) is one of the leading universities in the Philippines. More than 150 years in existence, Ateneo has grown into a major Jesuit institution. Officially it became a university in 1959. It offers over 100 academic degree programmes.Ateneo offers Basic Education (Grade School, Junior High School, and Senior High School). In addition, Higher Education (College, Graduate, Continuing Education) is made up of nine schools (Education and Learning Design, Government, Graduate School of Business, Humanities, Management, Science and Engineering, and Social Sciences) located in 3 campuses in Quezon City, Makati City and Pasig City.It has an array of research centres, 11 of which are recognized as Centres of Excellence by the Philippine Commission on Higher Education. In addition to a European Studies Programme, it has a Centre for Asian Studies that fosters comparative research on East and Southeast Asia.Ateneo has 207 partnerships with universities around the world (82 in Europe, 87 in Asia, 11 in Australia and New Zealand, and 27 in North and South America) and is a member of the ASEAN Universities Network and 3 other international university networks. Ateneo’s Rizal Library is the most advanced in the Philippines with over 307,000 titles in its collection and online access to most major academic journals.