Administrative Assistant for Registrar's Office  

Main Duties and Responsibilities

1. Data and Information Management Support

• • Implement an efficient, systematic, and secure process to manage records and data created, stored, and disposed of by the Registrar’s Office, in line with office standards of relevance, efficiency, service, and compliance with data protection policies.
  • Ensure digital and physical student records are properly stored, organized, and secured, in coordination with the Office of Admission and Aid. This includes:
    • Creating records of documents and regularly archiving, tagging, and securing all data handled by the office.
    • Preparing file-naming conventions of information, documents, and data of the Office.
    • Regularly backing up digital records and databases.
  • Ensure proper turnover of files to the Junior High School/Loyola Schools and University Archives.
  • Ensure proper upkeep of the Records room and Registrar’s area of the University Archives, including prompt retrieval, return, and systematic arrangement of files to eliminate lost or misplaced documents.

1. Account Management

• • Responsible for various SIS related tasks (e.g. Edusuite), such as but not limited to:
    • Manage user access in SIS (e.g. Edusuite) and set up notification templates.
    • Upload the list of applicants and create student numbers for new enrollees.
    • Add necessary fields in the student profile and create grading components and new transmutation tables, templates, and default values for academic and non- academic grading.
    • Generate academic and non- academic reports
    • Add new rooms, create new school year database and new grade level curriculum, promote the students to the next grade level, update subject groups.
    • Create sections/class lists and access score sheets and grading views.
    • Add new users of the system (faculty), encode Faculty loading assignments and assign appropriate settings and privileges.
    • Assist clients with account activation and address queries and concerns related to account access.
• Coordinates with OVP-DITS regarding management of password resets for students' email accounts and Microsoft 365 student accounts.

C. Project Management

• Act as the main point of contact for the office in projects, ensuring effective communication with all stakeholders (e.g. Edusuite, Student 360, etc.)
• Coordinate with different offices to ensure timely project completion, including scheduling meetings, delegating tasks, and monitoring progress.
• Monitor project progress and provide regular updates to the Registrar, including identifying and resolving issues that arise, managing financial resources, ensuring stakeholder satisfaction, and evaluating project performance.

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

Knowledge, Skills and Abilities

Knowledge

• Familiarity with data protection policies and standards, file-naming conventions, and digital record-keeping and database management.
• Knowledge of project management principles and methodologies
• Knowledge of effective communication strategies

Skills

• Proficient in digital record-keeping, database management, creating and organizing student records, ensuring proper storage and security, and backing up digital records and databases.
• Strong coordination skills with offices and stakeholders, including scheduling meetings, delegating tasks, and monitoring progress.

Education and Experience Requirements

• Bachelor’s Degree preferably with I.T. background
• With at least two-three years of relevant experience
• Experience in the academe setting is an advantage.