Student Documents Officer I  

*full job description will be sent to shorlisted candidates

Summary of Work Activities and Responsibilities:

The Student Documents Officer I handles the data management of student records and curricula requirements, which includes assisting in activities related to student registration, enrollment, and graduation, and submission of requirements to government agencies.

Main Duties and Responsibilities:

I. Documents and Student Records Management

• Maintains data integrity of the student database by encoding accurate data into the system, ensuring stability by constantly updating and completing student records information, in compliance with the University protocol and guidelines.
• Assists students in relation to the use of the SIS, or refers the same to Digital Information and Technology Services cluster, or other appropriate offices.
• Provides inputs that will help improve how student management information is encoded, retrieved, protected, and summarized for better efficiency.
• Checks submitted academic documents, verifying compliance to ensure accuracy and adherence to regulatory and University standards, before proceeding with further processes.
• Organizes, safekeeps, 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 diploma, etc.).
• Receives and reviews student document requests and requirements, completeness, and identifying discrepancies in accordance with University protocols.
• 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.

II. Registration, Enrollment/Admissions, and Graduation Support

• Tracks target enrollees versus total number of applicants received.
• Assists in activities related to registration and graduation.
• 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).
• Places students on hold for enrollment due to outstanding concerns until the issues are resolved.
• Prepares and issues the Official Class List and Grading Sheets to faculty members.
• Prepares and distributes IDs of students.

III. Curricular and Academic Support

• Submits the updated curriculum documents and flowcharts to the Commission on Higher Education whenever changes are made by the departments and/or the respective curriculum committees, ensuring compliance with regulatory requirements and proper documentation.
• Documents changes in the implementation of government regulatory processes in relation to curricula.
• Archives copies of the academic calendar from prior school years.

IV. Administrative Support

• Understands essential academic documents and standards such as grading sheets/rubrics and curriculum outlines, including their structure, content, and sourcing locations.
• Provides recommendations on improvements in processes related to registration, enrollment, and student records management.
• Monitors payment status of student document requests.
• Oversees the storage area, ensuring the proper organization, preservation, and disposal of documents designated for destruction following digitization.
• Monitors status of office supplies inventory, periodically reports status of assets and supplies.

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

Knowledge, Skills, and Abilities:

• Knowledge on Academic Policies: Familiarity with the University's academic guidelines and regulations
• Knowledge on Curriculum and Handbook: Understanding of curriculum design and development process, the University’s academic handbook, and the guidelines on curriculum requirements
• Knowledge of Data Privacy Law: Knowledge of data protection laws, ensuring compliance with privacy regulations in handling student records
• Knowledge on Student Record Legalities: Understanding of legal aspects related to student documents and academic processes
• Records Management: Ability to systematically organize, store, update, and protect Office and Student-related records– from the time of creation or receipt to their eventual disposition/turnove
• Problem Solving Skills: Ability to identify issues, assess solutions, and implement effective resolutions promptly
• Critical Thinking: Ability to analyze situations and information critically to make informed decisions
• Administrative Support Skills: Knowledge of administrative and clerical procedures such as drafting memos and interdepartmental communications, office budget and expenses, etc.
• Organization and Prioritization of Work: Ability to effectively plan and coordinate the delivery of required outcomes, according to importance and urgency; keen to details
• Time Management Skills: Displays a strong work ethic, adheres to systematic approaches, and manages tasks effectively, even under tight deadlines and pressure
• Customer Service Skills: Ability to understand client perspectives and respond to their needs with urgency and serious attention
• Communication Proficiency: Demonstrates excellent oral and written communication skills, effectively conveying information and ideas
• 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
• Learning Agility: Can work autonomously, learning quickly and managing tasks independently
• 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
• Adaptability and Efficiency: Ability to adapt to changing priorities and work effectively in a fast-paced environment
• Technological Savvy: Demonstrates proficiency in Microsoft Office Applications and other Internet applications

Education and Experience Requirements:

• College graduate in education, business, social science, or any related cours
• With at least 3 – 5 years of 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