Student Records Assistant (SHS)  

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• Archives individual folders for graduated, transferred and withdrawn students based on prescribed guidelines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

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