Records Staff | Document Processing
Ateneo de Manila University
- Quezon City, PhilippinesKatipunan Loyola Heights, Quezon City, Metro Manila, PhilippinesQuezon CityMetro ManilaPhilippinesPhilippines
- Full timeFULL_TIME
Job Description
Reports to the Assistant Registrar through the Assistant to the Registrar for Liaison and Document Services (ARLDS), the Records Staff for Document Processing (OS-03) assists in the efficient and accurate processing of records and documents (transcripts, certification, etc) which attest to the academic performance of the student.
Job Responsibilities
A. Frontline Support for Records Transactions
1. Attends to personal inquiries, requests for documents, verification of records for various types of documents such as Transcript of Records, Certifications, Diploma, etc. at the counter
2. Serves as frontline maintaining a general knowledge of the functions of other sections of the Registrar’s Office which in turn develops a capacity to assist when the need arises
3. Logs requests received from students made over the counter or via email, and monitors online payments for document requests on a daily basis
B. Documents Processing Support
1. Assists in the processing and checking of documents requests for both undergraduate and graduate students and in a timely release of such documents
2. Receives and releases various forms, i.e., load revision forms, leave of absence forms, clearance, cross-registration forms, validation/transfer of credits, information sheets, reinstatement/extension forms, overloading forms, etc.
3. 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 a daily pick-up of documents and payment of mailing fees
· Receives, collates and forwards registration related documents to the Records Officers (e.g. requests for reinstatement /extension, LOA, etc.)
4. Receives and logs complete admission documents of new students received from the Office of the Associate Dean for Graduate Programs
5. Coordinates with the Document Officers and ARLDS 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
6. 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
7. 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
8. Ensures proper turnover of files to document preservation section
9. Assists the Liaison Officer (LO) 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)
10. Performs other work-related tasks that may be assigned by immediate supervisor
Minimum Qualifications
1. Bachelor’s Degree
2. Experience in the academe is an advantage.
3. With knowledge, skills. and abilities in the following:
· Good verbal and written skills, proficient in English
· Proficient in MS Office applications
4. Team player and flexible
5. Can work with minimum supervision
Perks and Benefits
- Special Leave Benefits for Women
- Paid Holidays
- Medical / Health Insurance
- Paid Sick Leave
- Life Insurance
- Paid Vacation Leave
- Maternity & Paternity Leave
Required Skills
- Document management system software
- Record Keeping
- Clerical Skills
- Attention to Detail
- Customer Service
- Data Encoding / Data Entry
Jobs Summary
- Job Level
- Associate / Supervisor
- Job Category
- Administration and Coordination
- Educational Requirement
- Bachelor's degree graduate
- Recruiter response to application
- Once in a while
- Office Address
- Katipunan Loyola Heights, Quezon City, Metro Manila, Philippines