Student Records Assistant for Document Circulation III  

Summary of Work Activities and Responsibilities:

Under the supervision of the Associate Registrar through the Assistant Registrar for Document Services, the Student Records Assistant for Document Circulation III implements a systematic process for receiving, preparing and retrieving scholastic documents and files.

Main Duties and Responsibilities:

I. Document Circulation Support

• Attends to inquiries, requests for documents, verification of records for various types of documents such as Transcript of Records, Certifications, Diploma, etc. at the counter and logs requests received (from over the counter or via email) and monitors online payments for documents requested on a daily basis
• Coordinates with the Student Document Officers for the preparation and monitoring of all electronic and over the counter mailing requests (such as but not limited to Transcript of Records, Verification forms/letters, certifications) and ensures that all documents are mailed via courier accurately and on time
• Provides input for administrators to develop an effective and systematic process for receiving, preparing, and retrieving scholastic documents and files
• Ensures proper turnover of files to the Document Preservation section
• Assists in checking student’s clearance, hold orders from different departments, and other pertinent records prior to the release of scholastic documents
• During registration, checks completeness of data indicated of the forms received (i.e., load revision forms, leave of absence forms, clearance, cross-registration forms, validation/transfer of credits, information sheets, reinstatement/extension forms, overloading forms, etc.) and releases it to concerned parties
• Circulates administrative and academic documents and records to concerned offices at the Higher Education (HE) and Central Administration, ensuring the timeliness and correctness of the transmission of aforementioned documents

II. Document Organization Support

• Maintains a general knowledge of the functions of other sections of the Office of the University Registrar and assists in these functions when the need arises
• In collaboration with the Document Preservation Staff, maintains the proper upkeep of the storage vault and Registrar’s area of the University Archives ensuring that files are promptly retrieved, returned and systematically arranged thus eliminating lost and/or misplaced documents
• Assists in ensuring that the office is free of clutter resulting from haphazardly stored and stacked student, academic and administrative documents that should be filed or disposed of as needed.

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

Knowledge, Skills, and Abilities:

• Good verbal and written skills, proficient in English
• Proficient in MS Office applications
• Attention to details
• Team player and flexible
• Can work with minimal supervision

Education and Experience Requirements:

• Graduate of any Bachelor’s Degree
• Experience in the academe is an advantage