Philippines Job Openings
Ateneo de Manila University
Administrative Assistant for Registrar's Office
Quezon City
FULL TIME
October 23, 2024
Main Duties and Responsibilities
C. Project Management
- Data and Information Management Support
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- Implement an efficient, systematic, and secure process to manage records and data created, stored, and disposed of by the Registrar’s Office, in line with office standards of relevance, efficiency, service, and compliance with data protection policies.
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Ensure digital and physical student records are properly stored, organized, and secured, in coordination with the Office of Admission and Aid. This includes:
- Creating records of documents and regularly archiving, tagging, and securing all data handled by the office.
- Preparing file-naming conventions of information, documents, and data of the Office.
- Regularly backing up digital records and databases.
- Ensure proper turnover of files to the Junior High School/Loyola Schools and University Archives.
- Ensure proper upkeep of the Records room and Registrar’s area of the University Archives, including prompt retrieval, return, and systematic arrangement of files to eliminate lost or misplaced documents.
- Account Management
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Responsible for various SIS related tasks (e.g. Edusuite ), such as but not limited to:
- Manage user access in SIS ( e.g. Edusuite ) and set up notification templates.
- Upload the list of applicants and create student numbers for new enrollees.
- Add necessary fields in the student profile and create grading components and new transmutation tables, templates, and default values for academic and non- academic grading.
- Generate academic and non- academic reports
- Add new rooms, create new school year database and new grade level curriculum, promote the students to the next grade level, update subject groups.
- Create sections/class lists and access score sheets and grading views.
- Add new users of the system (faculty), encode Faculty loading assignments and assign appropriate settings and privileges.
- Assist clients with account activation and address queries and concerns related to account access.
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Responsible for various SIS related tasks (e.g. Edusuite ), such as but not limited to:
- Coordinates with OVP-DITS regarding management of password resets for students' email accounts and Microsoft 365 student accounts.
C. Project Management
- Act as the main point of contact for the office in projects, ensuring effective communication with all stakeholders (e.g. Edusuite, Student 360, etc.)
- Coordinate with different offices to ensure timely project completion, including scheduling meetings, delegating tasks, and monitoring progress.
- Monitor project progress and provide regular updates to the Registrar, including identifying and resolving issues that arise, managing financial resources, ensuring stakeholder satisfaction, and evaluating project performance.
Minimum Qualifications: Knowledge, Skills and Abilities
Knowledge
Knowledge
- Familiarity with data protection policies and standards, file-naming conventions, and digital record-keeping and database management.
- Knowledge of project management principles and methodologies
- Knowledge of effective communication strategies
- Proficient in digital record-keeping, database management, creating and organizing student records, ensuring proper storage and security, and backing up digital records and databases.
- Strong coordination skills with offices and stakeholders, including scheduling meetings, delegating tasks, and monitoring progress.
- Bachelor’s Degree preferably with I.T. background
- With at least two-three years of relevant experience
- Experience in the academe setting is an advantage.
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.
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