Summary of Work Activities and Responsibilities

The Student Records Assistant IV provides day-to-day clerical support and student services assistance under the operations of the Office of the Registrar.

Main Duties and Responsibilities

I. Frontline and Document Processing Support

Attends to window inquiries, transactions and requests from stakeholders and visitors from various communication channels (e.g., face-to-face, online, phone, office email) and coordinates the flow of information internally and with other offices concerned Receives, prepares, and issues document requests (e.g., Transcript of Records, certifications, etc.) Prepares, validates and issues Report Cards, Honor cards, deliberation documents, and year-end decision letters Processes Student Study Permit (SSP) applications Identifies and validates students who are required for SSP, as well as informs and collects required documents/processing fee from these students Reviews and files submitted documents and encodes relevant SSP information, ensuring completeness of requirements and accuracy of details Coordinates with the University’s designated liaison officer for the filing and submission of relevant documents/ applicable fees to the Bureau of Immigration Attends to Department of Education (DepEd) requirements Encodes and validates enrollment data at the start of the school year and the end of the school year data Liaises with Department of Education with regards to seminars and orientations as well as validation of student records and orientation for the SHS Voucher Program Prepares materials/equipment, reserves venues, secures participation, and arranges food catering and transportation requirements as needed Handles Education Service Contracting (ESC)/ Qualified Voucher Applicant (QVA) concerns, including encoding of relevant information, processing billings, and coordinating with DepEd- Private Education Assistance Committee Prepares and ensures accuracy of the DepEd and University Certificates

II. Records Management Support

Assists in the enrollment process by preparing and validating lists of accepted and promoted students for enrollment and the evaluation of their submitted requirements Prepares individual folders for new students and ensures the proper logging, filing, and regular updating of pertinent documents in the student folders Archives individual folders for graduated, transferred and withdrawn students based on prescribed guidelines Encodes and validates students' names, personal information based on birth certificates in the Student Information System (SIS), and regularly updates their address, and contact information Prepares, monitors, and follows-up requests for Transcript of Records (F137) from other schools and assists in checking and releasing of documents in a timely manner Prepares acknowledgment letter/receipt and updates transcript request records received from other schools Encodes and assists in the preparation of student records needed for college applications/admissions

III. Registration Support

Prepares, reviews, and validates list of accepted and promoted students for enrollment Prepares, issues, and monitors the return of registration cards during the enrollment period Receives, checks completeness and accuracy, and logs report cards (Form 138) and other enrolment documents, and segregates and distributes these to other offices/students concerned based on prescribed guidelines

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