Student 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

Minimum Qualifications

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