Records Assistant  

Summary of Work Activities and Responsibilities:

The Student Records Assistant V supports the Office’s operations by implementing a records management process for student records of the Ateneo Grade School. The position also assists in the utilization of Student Information System (SIS).

Main Duties and Responsibilities:

I. Student Records Management Support

• Ensures digital and physical student records are properly stored, organized, and secured, in coordination with the Office of Admission and Aid (OAA)
• Maintains student records, ensuring regular archiving, proper tagging, and secure handling of data, in accordance with office protocols and data protection standards
• Implements file-naming conventions of information, documents, and data of the Office
• Regularly backs up digital records
• Handles turnover of student files to the Junior High School, Higher Education – Loyola Schools, and University Archives, ensuring that all required documentation is included and accurately transferred
• Prepares documents/ records for turnover, ensuring that all files are systematically categorized, clearly labeled, and easily accessible for retrieval
• Follows preventive measures to eliminate the risk of lost or misplaced documents, such as regular checks, clear filing procedures, and prompt reporting of any discrepancies
• Coordinates closely with the relevant offices/ school units to ensure smooth turnover of files

II. Student Information System Support

• Manages the Student Information System (SIS) (e.g., Edusuite) by processing user roles, configures notification templates, and ensures proper access control and other tasks related to the use of the SIS
• Adds necessary fields in the student profile and creates grading components and new transmutation tables, templates, and default values for academic and non-academic grading
• Configures the system for the upcoming academic year, ensuring all relevant information, such as courses, sections, and student data, is properly set up
• Facilitates the automatic promotion of students to their appropriate grade levels in the system, ensuring that their records and class assignments are updated accordingly
• Generates reports from the SIS, as needed
• Inputs newly available classrooms and facilities, ensuring accurate room allocation for scheduling/reservation and class assignments
• Generates class sections and compiles accurate class lists, while configuring score sheets and grading views to ensure smooth tracking and assessment of student performance
• Manages faculty members in the SIS, encodes their teaching assignments, and configures the appropriate settings and privileges
• Assists students and faculty with account activation and address queries and concerns related to account access
• Coordinates with Digital Information and Technology Services (DITS) cluster regarding management of password resets for students' email accounts and Microsoft 365 student accounts
• Serves as the main point of contact for the office in SIS-related projects, ensuring effective communication with all stakeholders and service providers (e.g. Edusuite, Student 360, etc.)
• Provides the necessary data for project completion (e.g. process flows, student data, etc.)
• Liaises between the Office and DITS regarding project requirements, logistics, timelines, etc.

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

Knowledge, Skills, and Abilities:

• Data Protection and Records Management: Demonstrates familiarity with data protection policies and standards, file-naming conventions, and the systematic approach to digital record-keeping and database management, ensuring security and compliance
• Proficiency in Student Information Systems (SIS): Knowledge of systems like Edusuite or similar platforms for managing student records, including data entry, report generation, and user access management
• 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:

• Bachelor’s Degree
• With at least 2 years of relevant experience
• Experience in the academe setting is an advantage