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