Job Description

Roles & Responsibilities

Student Records & File Management

• Maintain and update all student files, including active, graduated, and cancelled records (both new and old).

• Scan, digitize, and archive student records.

• Manage database entries before storing documents in fireproof cabinets.

• Coordinate with internal auditors for verification and approval of enrollment and graduate files.

Academic Coordination

• Assist in the preparation and arrangement of class and faculty schedules.

• Monitor and ensure timely attendance of faculties.

• Modify student attendance records as per faculty requests.

• Maintain and update student attendance and class tracking records.

• Support classroom and lab requirement arrangements.

Faculty & Student Support

• Receive and compile faculty attendance reports from security.

• Collect and manage attendance sheets from faculty.

• Handle student issues, queries, and complaints professionally.

• Assist in handling student requests and preparing related reports.

• Coordinate with Deans and President’s Office for the signatures on degree certificates of graduating students.

Examination Support

• Prepare and maintain examination files and planning documents.

• Sort exam papers and assist with printing and packing of question papers and answer booklets.

• Distribute exam materials to concerned faculties.

• Provide support to the Examination Department during exam days.

• Assist in preparation, printing, and distribution of certificates and ID cards for students and staff.

Internship & Graduation

• Handle registration and letter preparation for internship students.

• Support the planning and execution of the graduation ceremony.

Communication & Notice Management

• Prepare and send circulars to faculties and departments.

• Update notice boards regularly.

• Distribute and collect university documents as required.

Administrative Tasks

• Assist in finance and TED document transfers.

• Assist the library and admin/exam stores when required.

• Follow up on missing documents and ensure records are updated.

• Call students for various purposes as needed.

• Prepare monthly and administrative reports.

• Perform other administrative duties as assigned.

Desired Candidate Profile

• Bachelor’s degree in any field from an accredited college or university

• 3 to 5 yrs. of experience in same field

• Filipino Nationality

• University, College, School Experience Preferred