Student Records Assistant for Document Processing

Summary of Work Activities and Responsibilities:

The Student Records Assistant for Document Processing III reports to the Assistant Registrar for Document Services.

A key deliverable of the Registrar’s Office is the generation of documents. These documents attest to the academic performance of the student. Therefore, it is essential that a competent full-time employee be hired to facilitate the processing, correctness, and promptness of the documents prepared by the Registrar’s Office.

Main Duties and Responsibilities:

• Attends to inquiries, requests for documents, verification of records for various types of documents such as Transcript of Records, Certifications, Diploma, etc. at the counter and through email
• Logs requests received from students made over the counter or via email, and monitors online payments for document requests on a daily basis
• Assists in the processing and checking of documents requests for both undergraduate and graduate students and in timely release of such documents
• Coordinates with the Document Officers and ARDS for all mailing requests and ensures that all documents are mailed via courier accurately and on time. Assists in sending out requests for verification of academic records in coordination with the Records and Document Officers
• Provides input in developing an effective and systematic process for receiving, preparing, and retrieving scholastic documents and files in line with office standards of relevance, efficiency, and service
• Ensures proper records keeping and disposal of files, and maintains proper upkeep of the reception area

• Coordinates with Documents and Records personnel in determining students’ eligibility for issuance of official documents (Transcript of records, diploma, Transfer Credentials and certifications) by checking their clearance, hold orders from different departments, and other similar pre-requisite records
• Partners with Document Officers regarding email replies to verification requests
• Serves as frontliner maintaining a general knowledge of the functions of other sections of the Registrar’s Office which in turn develops capacity to assist when the need arises
• Distributes Transcripts of Records, verification forms/letters through the official courier
• Prepares and monitors documents to be mailed and coordinates with the official courier to schedule daily pick-up of documents and payment of mailing fees
• Receives and logs complete admission documents of new students received from the Office of the Associate Dean for Graduate Programs
• Assists in handling requests for Certification, Authentication, and Verification (CAV) by preparing documents such as transcripts of records, diplomas and certifications to be transmitted to the Commission on Higher Education (CHED) and Department of Foreign Affairs (DFA)

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

Knowledge, Skills, and Abilities:

• Communication: Ability to express thoughts and ideas effectively for both oral and written communication; proficient in English
• Technological Savvy: Ability to utilize information technology and computer and internet systems to accomplish tasks; Proficiency in MS Office and Google Applications (Word, Excel, PowerPoint, etc.)
• Coordination: Adjusts actions in relation to others’ actions; Ability to coordinate with various stakeholders
• Initiative: Pro-active, self-starter, and willing to learn new skills
• Independent: Can work with minimum supervision

Education and Experience Requirements:

• Graduate of any Bachelor’s Degree