Student Records Assistant | Junior High School  

Summary of Work Activities and Responsibilities:

The Student Records Assistant provides operational, clerical, and digital records support to the Office of the Registrar. The position assists in managing and maintaining academic records and digital data within the school’s information systems to ensure accuracy, timeliness, and data integrity.

Main Duties and Responsibilities:

I. Enrollment and Registration Support

• Prepares the student information system configurations for enrollment, including subject tagging, section assignments, schedule setups and other relevant aspects that facilitate registration and enrollment
  • Coordinates with the Digital Information and Technology Services (DITS) cluster for system issues and updates
• Prepares enrollment statistics and reports for use of the concerned offices
• Provides technical and clerical assistance during registration and enrollment to ensure smooth and efficient processes
• Validates enrollment data and student information submitted through the student information system and coordinates corrections or updates with concerned stakeholders

II. Grades Processing

• Configures the settings for the student information system to enable the input and production of grades, as well as production of report cards
• Prepares and summarizes students’ marks, validating accuracy of student report cards for viewing, distribution, and download
  • Assists the faculty in encoding, validating, and monitoring grades and other academic data
  • Validates eligibility of students qualified for academic and non-academic honors and awards per term, and sends out badges to students
  • Validates eligibility of students for promotion to next level, and prepares Promotion List
  • Distributes students’ marks to class moderators in time for the Parent-Teacher Conference (PTC) for the term
  • Monitors grade completion status and assists in resolving data discrepancies prior to report card generation
• Prepares, prints, and distributes report cards
• Validates student accountabilities and processes clearance
• Prepares statistical data for required academic reports

III. Academic Documents Processing

• Receives and processes requests for academic documents, including Transcripts of Records, certifications, and diplomas
  • Logs and tracks student academic document requests across email and over-the-counter channels, maintaining accurate and updated records
  • Retrieves, prepares, and verifies digital academic records and student data reports
  • Coordinates with other employees for the safekeeping, retrieval, and filing of academic records
• Prepares list of graduating/moving-up students with the corresponding Learner Reference Number (LRN) for diploma printing
• Assists in the preparation and distribution of official documents such as certifications, diplomas, and DepEd reports
• Coordinates with third-party service providers for the production and distribution of the requested academic documents

IV. Office Management Support

• Attends to inquiries and requests from students, parents, and faculty regarding academic records and document processing
• Provides logistical support for academic activities such as enrollment, examinations, and year-end ceremonies
• Identifies opportunities to improve office processes and streamline workflows

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

Education and Experience Requirements:

• Graduate of any Bachelor’s degree
• At least one (1) years of work experience in academic records or related functions
• Experience in an educational institution or registrar's office is an advantage
• Familiarity with student information systems is an advantage