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logging, filing, and updating of academic and personal documents • Archives folders of graduated, transferred, or withdrawn students following prescribed guidelines • Updates and encodes student information such as name, school address, contact details, and promotion status in the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 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