Records Staff for Document Circulation at LS Reg  

Under the supervision of the Assistant Registrar thru the Assistant to the Registrar for Liaison and Document Services (ARLDS), the Records Staff for Document Circulation (OS-03) implements a systematic process for receiving, preparing and retrieving scholastic document and files.

Job Responsibilities

• Document Circulation Support
  • 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 logs requests received (from over the counter or via email) and monitors online payments for documents requested on a daily basis
  • Coordinates with the Document Officers for the preparation and monitoring of all electronic and over the counter mailing requests (such as but not limited to Transcript of Records, Verification forms/letters, certifications) and ensures that all documents are mailed via courier accurately and on time
  • Provides input for administrators to develop an effective and systematic process for receiving, preparing, and retrieving scholastic documents and files
  • Ensures proper turnover of files to document preservation section
  • Assists in checking student’s clearance, hold orders from different departments, and other pertinent records prior to the release of scholastic documents
  • During registration, checks completeness of data indicated of the forms received (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) and releases it to concerned parties
  • Circulates administrative and academic documents and records to concerned offices at the Loyola Schools and Central Administration ensuring the timeliness and correctness of the transmission of aforementioned documents
• Document Organization Support
  • Maintains a general knowledge of the functions of other sections of the Registrar’s Office and assists in these functions when the need arises
  • In collaboration with the Document Preservation Staff, maintains the proper upkeep of the storage vault and Registrar’s area of the University Archives ensuring that files are promptly retrieved, returned and systematically arranged thus eliminating lost and/or misplaced documents
  • Assists in ensuring that the Registrar’s Office is free of clutter resulting from haphazardly stored and stacked student, academic and administrative documents. These should be filed or disposed of as needed.
• Performs other work related duties that may be assigned by immediate supervisor.

• Bachelor’s Degree
• Experience in the academe setting is an advantage.
• With knowledge, skills and abilities in the following:
  • Good verbal and written skills, proficient in English
  • Proficient in MS Office applications
  • Attention to details
• Team player and flexible
• Can work with minimum supervision