Student Records Assistant | Junior High School

Ateneo; Quezon City; On-site; PHP 180,000 - 240,000; Full time

Job summary

Ateneo de Manila University in the Philippines seeks a Student Records Assistant for the Junior High School to support the Office of the Registrar. The role involves managing academic records, enrollment data, and digital records within the SIS to ensure accuracy, timeliness, and data integrity.

The position assists in processing report cards, transcripts, and official documents, coordinates with faculty and staff, and ensures smooth enrollment and graduation processes.

Qualifications

• Graduate of any Bachelor’s degree.
• At least 1 year of work experience in academic records or related functions.
• Experience in an educational institution or registrar's office is an advantage.
• Familiarity with student information systems is an advantage.

Responsibilities

• Assist with enrollment and registration processes using the student information system.
• Validate and process enrollment data and student records.
• Prepare reports and statistical data for academic offices.
• Handle requests for academic documents (transcripts, certifications, diplomas) and maintain filing of records.
• Provide office support and document processing for registrar operations.

Skills

Experience in academic records

Familiarity with student information

Education

Bachelor's degree

Job description

Student Records Assistant | Junior High School

Job Description

Summary of Work Activities and Responsibilities:

The Student Records Assistant provides operational, clerical, and digital records support to the Office of the Registrar. The position assists in managing and maintaining academic records and digital data within the school’s information systems to ensure accuracy, timeliness, and data integrity.

Main Duties and Responsibilities:

I. Enrollment and Registration Support

• Prepares the student information system configurations for enrollment, including subject tagging, section assignments, schedule setups and other relevant aspects that facilitate registration and enrollment
  • Coordinates with the Digital Information and Technology Services (DITS) cluster for system issues and updates
• Prepares enrollment statistics and reports for use of the concerned offices
• Provides technical and clerical assistance during registration and enrollment to ensure smooth and efficient processes
• Validates enrollment data and student information submitted through the student information system and coordinates corrections or updates with concerned stakeholders
• Configures the settings for the student information system to enable the input and production of grades, as well as production of report cards
• Prepares and summarizes students’ marks, validating accuracy of student report cards for viewing, distribution, and download
  • Assists the faculty in encoding, validating, and monitoring grades and other academic data
  • Validates eligibility of students qualified for academic and non-academic honors and awards per term, and sends out badges to students
  • Validates eligibility of students for promotion to next level, and prepares Promotion List
  • Distributes students’ marks to class moderators in time for the Parent-Teacher Conference (PTC) for the term
  • Monitors grade completion status and assists in resolving data discrepancies prior to report card generation
• Prepares, prints, and distributes report cards
• Validates student accountabilities and processes clearance
• Prepares statistical data for required academic reports

III. Academic Documents Processing

• Receives and processes requests for academic documents, including Transcripts of Records, certifications, and diplomas
  • Logs and tracks student academic document requests across email and over-the-counter channels, maintaining accurate and updated records
  • Retrieves, prepares, and verifies digital academic records and student data reports
  • Coordinates with other employees for the safekeeping, retrieval, and filing of academic records
• Prepares list of graduating/moving-up students with the corresponding Learner Reference Number (LRN) for diploma printing
• Assists in the preparation and distribution of official documents such as certifications, diplomas, and DepEd reports
• Coordinates with third-party service providers for the production and distribution of the requested academic documents

IV. Office Management Support

• Attends to inquiries and requests from students, parents, and faculty regarding academic records and document processing
• Provides logistical support for academic activities such as enrollment, examinations, and year-end ceremonies
• Identifies opportunities to improve office processes and streamline workflows

V. Performs other duties as may be assigned by the immediate supervisor, or any authorized representative

Minimum Qualifications

Education and Experience Requirements:

• Graduate of any Bachelor’s degree
• At least one (1) years of work experience in academic records or related functions
• Experience in an educational institution or registrar's office is an advantage
• Familiarity with student information systems 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.