Student Records Assistant (SHS)
Ateneo de Manila University
- Quezon City, PhilippinesKatipunan Ave, Loyola Heights, Quezon City, Metro Manila, PhilippinesQuezon CityMetro ManilaPhilippinesPhilippines
- Full timeFULL_TIME
Job Description
Summary of Work Activities and Responsibilities
The Student Records Assistant IV provides day-to-day clerical support and student services assistance under the operations of the Office of the Registrar.
Main Duties and Responsibilities
I. Frontline and Document Processing Support
- Attends to window inquiries, transactions and requests from stakeholders and visitors from various communication channels (e.g., face-to-face, online, phone, office email) and coordinates the flow of information internally and with other offices concerned
- Receives, prepares, and issues document requests (e.g., Transcript of Records, certifications, etc.)
- Prepares, validates and issues Report Cards, Honor cards, deliberation documents, and year-end decision letters
- Processes Student Study Permit (SSP) applications
- Identifies and validates students who are required for SSP, as well as informs and collects required documents/processing fee from these students
- Reviews and files submitted documents and encodes relevant SSP information, ensuring completeness of requirements and accuracy of details
- Coordinates with the University’s designated liaison officer for the filing and submission of relevant documents/ applicable fees to the Bureau of Immigration
- Attends to Department of Education (DepEd) requirements
- Encodes and validates enrollment data at the start of the school year and the end of the school year data
- Liaises with Department of Education with regards to seminars and orientations as well as validation of student records and orientation for the SHS Voucher Program
- Prepares materials/equipment, reserves venues, secures participation, and arranges food catering and transportation requirements as needed
- Handles Education Service Contracting (ESC)/ Qualified Voucher Applicant (QVA) concerns, including encoding of relevant information, processing billings, and coordinating with DepEd- Private Education Assistance Committee
- Prepares and ensures accuracy of the DepEd and University Certificates
II. Records Management Support
- Assists in the enrollment process by preparing and validating lists of accepted and promoted students for enrollment and the evaluation of their submitted requirements
- Prepares individual folders for new students and ensures the proper logging, filing, and regular updating of pertinent documents in the student folders
- Archives individual folders for graduated, transferred and withdrawn students based on prescribed guidelines
- Encodes and validates students' names, personal information based on birth certificates in the Student Information System (SIS), and regularly updates their address, and contact information
- Prepares, monitors, and follows-up requests for Transcript of Records (F137) from other schools and assists in checking and releasing of documents in a timely manner
- Prepares acknowledgment letter/receipt and updates transcript request records received from other schools
- Encodes and assists in the preparation of student records needed for college applications/admissions
III. Registration Support
- Prepares, reviews, and validates list of accepted and promoted students for enrollment
- Prepares, issues, and monitors the return of registration cards during the enrollment period
- Receives, checks completeness and accuracy, and logs report cards (Form 138) and other enrolment documents, and segregates and distributes these to other offices/students concerned based on prescribed guidelines
IV. Performs other work-related tasks as may be required by the immediate supervisor and authorized representative
Minimum Qualifications
Education and Experience Requirements
- Graduate of any Bachelor’s Degree
- With at least 1 year of relevant clerical work experience in an academe
- Familiarity with the Ateneo de Manila educational system is an advantage
Jobs Summary
- Job Level
- Entry Level / Junior, Apprentice
- Job Category
- Administration and Coordination
- Educational Requirement
- Bachelor's degree graduate
- Recruiter response to application
- Once in a while
- Office Address
- Katipunan Loyola Heights, Quezon City, Metro Manila, Philippines
About Ateneo de Manila University
The Ateneo de Manila University (Ateneo) is one of the leading universities in the Philippines. More than 150 years in existence, the 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 and Senior High School). In addition, the Loyola Schools (college) is made up of four schools (Social Sciences; Humanities; Science and Engineering; and Management) that offer graduate and undergraduate degrees, with a total enrolment of about 10,000 students per year. The Ateneo has 4 professional schools located in 3 campuses in Quezon City, Makati City and Pasig City (Business; Government; Law; and Medicine and Public Health), with about 4,000 professional postgraduate students.
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.
The 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. The 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.