Student Records Assistant  

Main Duties and Responsibilities:
I. Enrollment and Registration Support

• Updates the student information system for the school year as needed
  • Sets up the fields and tagging for curriculum and subjects, sections, textbooks, enrollment dates, and other relevant aspects that facilitate registration and enrollment
  • Encodes, validates and regularly updates students’ names and other personal information in the student information system
  • Encodes new tuition rates, miscellaneous, textbooks, mandatory and optional fees for pre-assessment before enrollment
  • Accurately encodes and regularly updates Learner Reference Numbers (LRN) for Grade 5 to 6 students, ensuring compliance with DEPED’s Learner Information System (LIS) requirements
• Processes, monitors and follows-up requests for Transcript of Records (F137) from other schools/institutions as a requirement for student enrollment
• Coordinates the pre-assessment process by reviewing and calculating student fees, including tuition, miscellaneous, and optional charges
• Reviews and verifies the completeness of application forms and requirements for incoming Grade 1 students and transferees, ensuring compliance with admission requirements
• Inputs student information into the class sectioning system, ensuring that each class list is accurate and up-to-date for the current school year
  • Compiles and formats finalized class lists for public posting in both physical and digital formats, ensuring accessibility for parents, students, and faculty
• Coordinates the efficient delivery of textbooks to classrooms after the enrollment process, ensuring that all students receive the required materials

II. Grades Processing and Distribution

• Generates computerized grading sheets and report cards for students on a quarterly basis, ensuring all grades are accurate and updated in the system
• Assists in posting, printing and distributing report cards to students and parents, ensuring timely delivery and clear communication of academic performance
• Prepares and prints final grades for the computerized F137 (Permanent Student Record) for filing and future reference
• Drafts and encodes student accounts letters for parents, providing detailed information on student financial obligations, including outstanding fees or balances
• Updates and types adjusted grades for students who have undergone deliberation, ensuring that final decisions are reflected in the records promptly

III. Student Services and Academic Documents Processing Support

• Attends to window inquiries, transactions and requests from students and visitors from various communication channels (e.g., face-to-face, online, phone, office email)
• Retrieves and processes requests for academic documents such as Transcript of Records, Certifications, Diplomas, F137 and etc.
  • Prepares and encodes the Certifications of Enrollment, Good Moral Character and other certifications as needed
  • Validates and coordinates with the Central Accounting Office for the account clearance of requesting students
• Archives individual folders for graduated, transferred and withdrawn students based on prescribed guidelines
• Assists in the Graduation ceremony by overseeing the preparation of graduation materials, including diplomas, ensuring that all documents are ready for distribution ahead of the ceremony
  • Conducts thorough checks of each graduating student’s name on the diploma, cross-referencing records to ensure the accuracy and correctness of names, honors, and other relevant details
  • Collaborates with suppliers for the production of diplomas including the arrangement for pick-up and delivery

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

Knowledge, Skills, and Abilities:

• Administrative Support Skills: Knowledge of administrative and clerical procedures such as drafting memos and interdepartmental communications, office budget and expenses, etc.
• Communication Proficiency: Demonstrates excellent oral and written communication skills, effectively conveying information and ideas
• Records Management: Ability to systematically organize, store, update, and protect Office and Staff-related records throughout their life cycle – from the time of creation or receipt to their eventual disposition/turnover
• Customer Service Skills: Ability to understand client perspectives and respond to their needs with urgency and serious attention
• Active Listening: Ability to give full attention to what other people are saying, taking time to understand the points being made and asking questions as needed
• Adaptability and Efficiency: Ability to adapt to changing priorities and work effectively in a fast-paced environment
• Planning and Organization Skills: Ability to do strategic planning, organizing tasks, and managing all resources efficiently to achieve objectives
• Technological Savvy: Demonstrates proficiency in Microsoft Office Applications and other Internet applications
• Time Management Skills: Displays a strong work ethic, adheres to systematic approaches, and manages tasks effectively, even under tight deadlines and pressure
• Proactivity and Innovation: Demonstrates proactive behavior and the ability to work autonomously with minimal supervision, taking initiative to address challenges and pursue opportunities for improvement
• Organization and Prioritization of Work: Ability to effectively plan and coordinate the delivery of required outcomes, according to importance and urgency; keen to details

Education and Experience Requirements:

• Graduate of any Bachelor’s Degree
• With at least 2 years of relevant clerical work experience in an academe
• Familiarity with the Ateneo de Manila educational system is an advantage