Administration Assistant

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.

• 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 laboratory requirement arrangements.

• 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 signatures on degree certificates of graduating students.

• 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  for students and staff.

• Handle registration and letter preparation for internship students.
• Support the planning and execution of the graduation ceremony.

• Prepare and send circulars to faculties and departments.
• Update notice boards regularly.
• Distribute and collect university documents as required.

• 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.

• Bachelor’s degree in any field from an accredited college or university.
• 3 to 5 years of experience in a similar field.
• Filipino nationality required.
• University, college, or school experience preferred.