Student Records Assistant for Document Processing

Ateneo de Manila University; Philippines; On-site; PHP 279,000 - 357,000; Full time

Job summary

Ateneo de Manila University in the Philippines is seeking a dedicated Student Records Assistant for Document Processing to support the Registrar’s Office in issuing official documents. You will handle inquiries, log requests, process document records, coordinate courier actions, and ensure accurate, timely release of transcripts, certifications, diplomas, and related documents.

This full-time role requires proficient English, strong computer skills (MS Office and Google Apps), and the ability to

Qualifications

• Clear, effective written and verbal communication in English.
• Proficiency with MS Office and Google Workspace.
• Ability to coordinate with multiple stakeholders and offices.
• Proactive, self-motivated, quick learner.
• Ability to work with minimal supervision.

Responsibilities

• Attend to inquiries and document requests at counter or via email.
• Log requests and monitor online payments for document services.
• Assist in processing and checking document requests for undergraduate and graduate students.
• Coordinate with Document Officers and ARDS for mailing and verification requests.
• Develop efficient processes for document preparation, retrieval, and records keeping.
• Maintain reception area and proper disposal of files.

Skills

Communication

Technological Savvy

Coordination

Initiative

Independent

Tools

MS Office

Google Applications

Job description

Student Records Assistant for Document Processing

Job Description

Summary of Work Activities and Responsibilities:

The Student Records Assistant for Document Processing III reports to the Assistant Registrar for Document Services.

A key deliverable of the Registrar’s Office is the generation of documents. These documents attest to the academic performance of the student. Therefore, it is essential that a competent full-time employee be hired to facilitate the processing, correctness, and promptness of the documents prepared by the Registrar’s Office.

Main Duties and Responsibilities:

• Attends to inquiries, requests for documents, verification of records for various types of documents such as Transcript of Records, Certifications, Diploma, etc. at the counter and through email
• Logs requests received from students made over the counter or via email, and monitors online payments for document requests on a daily basis
• Assists in the processing and checking of documents requests for both undergraduate and graduate students and in timely release of such documents
• Coordinates with the Document Officers and ARDS for all mailing requests and ensures that all documents are mailed via courier accurately and on time. Assists in sending out requests for verification of academic records in coordination with the Records and Document Officers
• Provides input in developing an effective and systematic process for receiving, preparing, and retrieving scholastic documents and files in line with office standards of relevance, efficiency, and service
• Ensures proper records keeping and disposal of files, and maintains proper upkeep of the reception area

II. Documents and Records Management Support

• Coordinates with Documents and Records personnel in determining students’ eligibility for issuance of official documents (Transcript of records, diploma, Transfer Credentials and certifications) by checking their clearance, hold orders from different departments, and other similar pre-requisite records
• Partners with Document Officers regarding email replies to verification requests
• Serves as frontliner maintaining a general knowledge of the functions of other sections of the Registrar’s Office which in turn develops capacity to assist when the need arises
• Distributes Transcripts of Records, verification forms/letters through the official courier
  • Prepares and monitors documents to be mailed and coordinates with the official courier to schedule daily pick-up of documents and payment of mailing fees
• Receives and logs complete admission documents of new students received from the Office of the Associate Dean for Graduate Programs
• Assists in handling requests for Certification, Authentication, and Verification (CAV) by preparing documents such as transcripts of records, diplomas and certifications to be transmitted to the Commission on Higher Education (CHED) and Department of Foreign Affairs (DFA)

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

Minimum Qualifications

Knowledge, Skills, and Abilities:

• Communication: Ability to express thoughts and ideas effectively for both oral and written communication; proficient in English
• Technological Savvy: Ability to utilize information technology and computer and internet systems to accomplish tasks; Proficiency in MS Office and Google Applications (Word, Excel, PowerPoint, etc.)
• Coordination: Adjusts actions in relation to others’ actions; Ability to coordinate with various stakeholders
• Initiative: Pro-active, self-starter, and willing to learn new skills
• Independent: Can work with minimum supervision

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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.