Student Records Assistant IV  

I. Frontline and Secretarial Support

• Attends to and responds to inquiries, requests for documents, verification of records (i.e., Transcript of Records, Certifications, Diploma, etc.) and coordinates the flow of information internally and with other offices concerned
• Records and logs requests received from various communication channels (e.g., over-the-counter, email) and monitors online payments for documents requested to proceed with the processing
• Provides records-related assistance to parents, students and teachers during the opening of classes
• Recommends and innovates ways to improve the office processes and systems

II. Registration and Enrollment Support

• Coordinates with the Office of Admission and Aid (OAA) for the pre- enrolment requirements of accepted Kinder, Grade 1 and Transferee applicants
• Receives, collates, and endorses other registration-related documents to the Records Officers (e.g., requests for reinstatement, LOA, etc.)
• Sends out memos on enrolment information to parents of accepted applicants
• Coordinates with the Office of the Vice President for Digital Information and Technology Services (OVP-DITS) for the uploading of the accepted applicants’ information in the Student Information System (SIS)
• Assists in the encoding and pre-assessment of students’ various fees during and after enrollment
• Encodes and updates class lists for sectioning and prepares the materials needed for its posting

III. Data and Records Management Support

• Encodes student data and ensures the accuracy and integrity of application information by checking and aligning with original documentation
• Organizes and maintains student folders ensuring that records are regularly updated (e.g., prints and files copies of final grades, etc.)
• Processes requests for Form 137 and other school records of students and assists in checking and releasing of documents in a timely manner
• Assists in the preparation and distribution of diplomas before and during graduation ceremony
• Recommends and implements a systematic process for receiving, preparing, storing, and retrieving hard copies and digital records
• Provides support for the distribution of report cards
• Assists in maintaining the Student Information System (SIS)
• Prepares and encodes Learner Reference Numbers (LRN) in the Department of Education (DepEd) Learner Information System (LIS)

IV. Coordination and Logistical Support

• Assists in the logistical preparations for the annual Grade School Fair and other activities initiated and supported by the Office and School
• Assists in selling and distributing tickets and playbills for the Ateneo Children’s Theater (ACT) performances and for the Grade School Fair

V. Performs other work-related tasks as may be required by the immediate supervisor and authorized representative.

• Records and Document Management: Possesses skills in managing and keeping track of the variety and volume of data regarding faculty and student needs and requirements; skills in safeguarding of confidential records, files and other matters internal to the Department, skills in developing and keeping an organized filing system
• Attention to Details: Achieves thoroughness and accuracy when accomplishing a task through concern for all the areas involved
• Time & Resources Management: Possesses skills in managing time and resources effectively
• Decision-making Skills: Ability to make sound judgment and decisions
• Communication Skills: Ability to express clearly in conversation and interactions both oral and written; Possesses note-taking skills for documentation of department meetings
• Interpersonal Skills: Interacts positively and effectively with different types of people (i.e., faculty, colleagues, students, parents, visitors)
• Technology and Information Systems Proficiency: Ability to use the computer system and basic computer software relevant to the job
• Teamwork: Works cooperatively with others towards a common goal