Records officerAteneo de Manila University

Under the supervision of the Assistant Registrar, the Records Officer (OS-05) assists students, alumni, parents, higher education institutions, government and private agencies in providing information/guidelines on registration procedures/processes, implementation of approved curricula, and student evaluation. This position also coordinates with Chairs, Program Directors, Secretaries of various academic departments, offices, and affiliated units regarding procedures and policies implemented by the Registrar's Office.
Main Duties and Responsibilities:
Registration Process
Assesses students' eligibility for enrolment:
a. Undergraduate Level
Checks and monitors probationary conditions/requirements and ensures these are met by students
Checks status and determines year level of irregular students and updates AISIS accordingly
Activates status of students coming back from Leave of Absence, Readmission, Absence without leave and generates random numbers for their online registration
Imposes and checks hold order of students who do not qualify for enrolment
b. Graduate Level
Reviews residency, enrollment history and determines if a student has to go through the readmission, reinstatement and/or extension process
Checks, monitors, and ensures student compliance with probationary/provisional conditions/requirements
Imposes and checks hold order of those who do not qualify for enrollment
Issues registration forms for late enrollees
Determines and advises if a student is eligible for Thesis Submission
Confirms cross-registration requests
Checks and ensures proper advisement of subjects for undergraduate and graduate students
Processes pre-enlistment requests of Academic Departments and affiliate units like the Theology and Ministry Program (TMP) and University for Peace (UPeace)
Enlists and advises late enrollees and assists with irregularities in enlistment
Checks requests for overload
Checks and processes load revision forms (i.e) adding of subjects, change of section, withdrawal, credit to audit, audit to credit)
Processes department initiated transfer requests
Checks payment validation in preparation for Central Accounting Office (CAO) billing statement for TMP
Examines and verifies all authenticated documents of new students
Assigns ID numbers and creates student records which include personal information, academic history, contact details, employment records and so on
c. Record Keeping
Coordinates with the Assistant Registar (AR) in the implementation of an effective and systematic process, for maintaining, accessing, recording, and validating all scholastic documents and files in line with standards of efficiency and service
Encodes grading sheets, completion forms, and standards committee decisions.
Verifies information inputted by students on AISIS (i.e. legal name, demographic data, contact details, academic history, and parent information)
Prepares individual folders of freshmen, transferees, non-degree, and new graduate level students
Ensures students' personal documents and records (e.g Form 138, Form 137, Transcript of Records, transfer credentials, application for admission, Alien Certificate of Registration (ACR), study permit, birth certificate, etc.) are complete, up-to-date, and systematically arranged in individual folders to facilitate quick reference for various services of the office
Checks applications and creates AISIS accounts for parents/guardians
Verifies and processes requests for password reset and AISIS account activation
Coordinates with Office of Management Information System (OMIS) regarding special cases and technical difficulties encountered during implementation, maintenance, and safekeeping of records online.
Maintains records of new curriculum versions, updates, memos, and other academic communications
Provides documents needed by the different departments and offices (e.g department's evaluation, copy of grades, individual folders, Form-138/137, birth certificate, etc.)
Ensures confidentiality of data (e.g. scholastic, personal, and legal documents)
d. Student Evaluation
Ensures correct curricular versions are applied to each student
Conducts thorough assessment of credentials to ensure enrollment eligibility by:
Analyzing educational history of students especially those attended several schools
Ensuring proper sequencing and transfer of credentials
Checking sufficiency, validity and authenticity of credentials of a local student (i.e. degree/s conferred, dates of conferment, special order number or certificate of deregulation or exemption, etc.)
Checking sufficiency, examining authenticity, and verifying consistency of a foreign student's credentials and records (i.e degree/s conferred, date/s of conferment)
Preparing correspondences to clarify irregular or unusual documents then communicating these with proper authorities
Checking, confirming, and processing requests for honorable dismissal, Leave of absence, and cross-enrollment
Verifies authenticity of Transcript of Records and encodes/inputs on AISIS the verified TOR data of students engaged in
Junior Term Abroad
Study Tour Abroad
Cross-Registrants/Exchange under the Office of International Relations, and
Transferees
Regarding requests for validation/transfer of credits, ensures correct unit equivalency based on verified TOR data then processes these requests for system validation
Checks subjects allowed for double crediting
Attends to requests for changing subject categories (e.g from Free Elective to Major Elective)
Processes requests and checks completion of requirements for minors and specializations
Implements requests for change of degree/concentration
Verifies scholarship forms and certificates of enrolment and assessment
Confirms eligibility of student-athletes for local and international sports competitions (i.e enrolment status, nationality, personal data, grades, etc)
Checks graduate students with two or more failing marks, updates student status on AISIS, and prepares written communication to student and department concerned
Monitors and evaluates accomplishment of required academic requirements needed to undertake Comprehensive Examinations and Oral Defense of Thesis/Dissertation
Prepares written evaluation of eligibility or oral defense to be sent to student, department, and Office of the Associate Dean for Graduate Programs
Monitors payment of oral defense fee, graduation and diploma fee
Works in close coordination with the different academic departments in:
Implementing standards of retention and monitoring/updating versus a generated list of students with academic requirements to fulfill
Resolving problematic cases through proper and timely communication
Monitoring and generating a list of students with indefinite and/or special academic requirements to fulfill upon admission, then communicating the students' completion, and securing endorsements or confirmation of students' new status
Assists the Document Section of the Office in verifying records of students who are inactive, AWOL or granted Transfer Credentials
Ensures correct data (e.g legal name, entrance data, academic history, etc.) are reflected on the Ateneo TOR's
Evaluates student eligibility for graduation based on the following parameters:
Ensures all required academic courses are taken as determined on the curriculum and individual Program Study
Ensures completeness of graduating students' grades
Verifies Quality Point Index (QPI) requirement for graduation
Monitors students with "no diplomas" conditions
Prepares list of candidates for graduation before the end of every school year in coordination with ADAA, ADGP and academic departments
Tags promptly the graduation status of Intersession and first semester candidates for graduation
Prepares and checks diplomas of graduating students
Checks and ensures only the names of eligible candidates for graduations are included on the commencement program
Checks and confirms honors list
Ensures student submission of clearance for graduation and promptly lifts hold orders in AISIS
Assists in ushering on Commencement Days
Collates files in individual folders of graduating students before turning over for microfilming
e. Curriculum Processing
Partners with the Assistant Registrar in proofreading curricular proposals
Ensures proper implementation of curricular requirements to students - applicable curriculum version and complete requirements.
Maintains updated CHED-approved curricular programs of the graduate school, undergrad and ensures that these are properly disseminated and encoded
f. Admin Functions
Communicates (written and oral) responses to inquiries from parents, students, alumni, departments and other offices and organizations inside and outside the university through email, phone calls, and walk ins
Contributes to the regular process of reviewing office processes, systems, and/or procedures, especially within the Records and Registration team that will improve the team's efficiency and service level to the community
Performs other duties and tasks as the School Registrar deems necessary to support the office's business objectives.
Bachelor's Degree in any field
With 2 years of work experience.
Experience in the academe is an advantage
With knowledge, skills and abilities in the following:
Office Management
People Management
Data Analysis
Troubleshooting
Attention to details
Computer Literacy
Communication
Consultation
Entry Level / Junior, Apprentice Administration and Coordination Higher Education / Academia 1 opening Bachelor's degree graduate
The Ateneo de Manila University (Ateneo) is one of the leading universities in the Philippines. More than 150 years in existence, the Ateneo has grown into a major Jesuit institution. Officially it became a university in 1959. It offers over 100 academic degree programmes. Ateneo offers Basic Education (Grade School, Junior and Senior High School). In addition, the Loyola Schools (college) is made up of four schools (Social Sciences; Humanities; Science and Engineering; and Management) that offer graduate and undergraduate degrees, with a total enrolment of about 10,000 students per year. The Ateneo has 4 professional schools located in 3 campuses in Quezon City, Makati City and Pasig City (Business; Government; Law; and Medicine and Public Health), with about 4,000 professional postgraduate students. It has an array of research centres, 11 of which are recognized as Centres of Excellence by the Philippine Commission on Higher Education. In addition to a European Studies Programme, it has a Centre for Asian Studies that fosters comparative research on East and Southeast Asia. The Ateneo has 207 partnerships with universities around the world (82 in Europe, 87 in Asia, 11 in Australia and New Zealand, and 27 in North and South America) and is a member of the ASEAN Universities Network and 3 other international university networks. The Ateneo's Rizal Library is the most advanced in the Philippines with over 307,000 titles in its collection and online access to most major academic journals.
Kalibrr

Quezon City, Metro Manila
Permanent
Full-time