Student Records Assistant

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• Archives folders of graduated, transferred, or withdrawn students following prescribed guidelines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

V. Student Study Permit (SSP) Processing

• 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

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