Student Documents Officer  

*Job description may be subject to changes.

Under the Document and Liaison Services Head, the Student Documents Officer handles the management of student records and assists in the implementation of student registration and enrollment.

Main Duties and Responsibilities:

Student Records Management Support

• Maintains stability and integrity of student database by encoding accurate data into the system, and constantly updating all pending requirements to complete student records information
• Receives and reviews Completion Forms, Change of Grade Forms, and other forms concerned with student grades to ensure that they are complete, properly signed, and filed appropriately
• Organizes, safe keeps, and retrieves various scholastic documents, files, and records (such as, but not limited to grade sheets and class lists, student clearances, Transcript of Records, Transfer of Credentials, student diplomas, etc.)
• Receives requests/ appeals for corrections in name spelling, maiden name, etc., and other items of personal information, and forwards them for approval of the Registrar, with supplication of sufficient evidence warranting the correction.
• Verifies information in replies to third-party inquiries regarding student records
• Prepares Enrollment Lists, Lists of Graduates, and other reports for submission to CHED, BI, other government regulatory agencies, and internal data consumers (e.g., SQMO, DITS, CSMO, VPFT, etc.)
• Coordinates with third-party providers for document digitization services and migration of digitized documents to an off-campus storage facility

Registration, Enrollment/Admissions, and Graduation Support

• Assists in activities related to registration and graduation
• Receives and reviews requirements from students, ensuring they are complete and accurate based on prescribed standards
• Provides an inventory of its contents, and updates accordingly
• Monitors compliance of foreign students with admissions and enrollment requirements, in coordination with the Office of the Assistant Vice President for University Partnerships and Internationalization (OAVP-UPI)
• Prepares and issues the Official Class List and Grading Sheets to faculty members
• Prepares and distributes IDs of students
• Assist students with the use of the SIS
• Processes student clearances for transfer and graduation purposes
• Prepares diploma templates, coordinates their printing, and routes them for signatures from the Dean, VP, and President

Curricular and Academic Support

• Provides data required for the completion of new program proposals or changes to existing curriculum
• Maintains documents related to program proposals and changes in curriculum for storage and retrieval
• Documents changes in process implementations of government regulations
• Archives copies of the academic calendar from prior school years

Administrative Support

• Acts as a frontliner and attends to inquiries on registration, enrollment, and student records and other walk-in transactions and requests
• Coordinates the release of documents to couriers and maintains updated logs of tracking information
• Monitors status of office supplies inventory, periodically reports status of assets and supplies
• Documents exceptions/ extraordinary cases encountered during registration, enrollment, and student records management for policy and process review purposes
• Provides inputs that will help improve how student management information is encoded, retrieved, protected, and summarized for better efficiency

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:

• College graduate in education, business, social science, or any related course
• With at least 1year relevant work experience
• Experience in the academe and in a similar position is an advantage
• Familiarity with the Ateneo de Manila educational system is an advantage