[Blueboard] NOW HIRING: DOCUMENT OFFICER (OS V) at the Office of the Registrar, Loyola Schools

Careers in Ateneo careers.hrmod at ateneo.edu
Tue Nov 24 17:00:20 PHT 2015

This Job Vacancy is under the Category A of the Employee Referral Program


Office of the Registrar, Loyola Schools

*Job Summary*

Under the direct supervision of the Assistant to the Registrar for Liaison
and Document Services, the Document Officer processes outgoing/incoming
scholastics documents, maintains the integrity and accuracy of Loyola
Schools Graduate Students records & documents, and liaises with government
offices/agencies to ensure curricular compliance.

*Job Responsibilities*

A.     Records and Documentation

·   Develops and implements an effective and systematic process, with
approval from the Asst to the Registrar for Liaison and Document Services
(ARLDS), for receiving,  preparing, maintaining, and retrieving all
incoming scholastic documents and files in line with the office’s standards
of relevance, efficiency, and service

·    Serves as frontliner, responding to requests and inquiries for

·  Attends to document requests or inquiries on registration information,
guidelines, procedures, and/or documents, and/or important dates:

o    Releases regular updates on schedules to process requirements  (eg:
load revision forms, request forms, clearance forms, cross registration
forms, registration procedures and schedule)

o    Forwards received documents to appropriate Records Officer

o    Assists in preparation and sending out of requests for credentials of
new students (both foreign and local)

o    Assists in sending out requests for verification of academic records
in coordination with the Records Officers

o    Assists in encoding and preparation of data needed for Transcript of
Records (TOR) Processes all pre-requisite documents to and preparation for
Diploma distribution

o    Prepares completion forms for all students

·     Maintains the integrity and reliability of the student database by
regularly encoding and updating student information and records into the

·     Properly stores all files and scholastic documents

·    Monitors all outgoing and incoming records from different departments
(class lists, grade sheets, completion forms, Oral Defense forms, etc.)

·     Coordinates schedule of release of documents with the respective
Records Officer;

o    Prepares transcript of records, certifications, verification
forms/letters to be mailed out either thru ordinary, registered, or express

o    Distributes students’ diploma

·     Prepares and sends out letters of request for F-137 (Form 137 – High
School Transcript of Records) to schools of all confirmed/accepted Freshmen

·    Keeps track of all incoming F-137’s and forwards them to respective
Records Officers for the student’s file

B.     Registration

·      Assists in the following registration process:

o    Release of Load Revision Forms

o    Issuance and release of overload forms

o    Issuance of grade reports

o    Issuance of registration forms

o    Issuance and printing of lost registration forms and grade report

C.     Student Evaluation

·      Reviews documents & determines eligibility for issuance of official
documents to students by checking their clearance, hold orders from
different department, and other similar pre-requisite records such as
diplomas, transcript of records, honorable dismissal and certificates

·     Collates, checks, distributes and monitors, class lists, grade sheets

D.    Final Exam Scheduling

·     Develops and implements an effective and systematic process of
completing exam schedules with approval from the Assistant to the Registrar
for Liaison and Document Services

·     Encodes data for Final Exams Schedule

E.     Document Services and Liaison

·     Ensures forms are properly completed and oversees preparation of
documents required for submission of requirements to government agencies
such as CHED, BID, DFA, etc.

·  Monitors submission and return of requests for Certificate of
Authentication and VerificationCAV) with CHED and DFA.

·    Collaborates with Liaison Officer (LO) in coordinating with CHED, BID
and DFA regarding international graduate students.

F.   Performs other duties and tasks as may be instructed by the School
Registrar or immediate supervisor in support the Registrar Office.


·         Bachelor’s Degree

·         With at least 3 years of related work experience

·         Proficient in Microsoft Office application

·         Fluent in English and Filipino

·         Has commendable interpersonal skills

·         Ability to handle various office and student inquiries

·         Good organizational skills, attentive to details

·         Experience in an academic institution, an advantage

·         Knowledge of CHED policies & regulation, an advantage

Interested applicants must submit the following:

 I.       Letter of intent addressed to HR Director duly endorsed by your
supervisor, indicating…

·         why you want to apply for the position

·         why you think you are qualified for the position

·         what you can contribute to the office if you were hired in this

    II.     Letter of Recommendation from your immediate supervisor (see
attached template).

The above stated documents, along with your updated resume, must be
submitted on or before 01 December 2015 to:

Christine L. Velasco

HR Officer I

Workforce Planning and Capability Development
               Office of Human Resource Management and Organization

*OHRMOD - Care, service and solutions @ work*

*Workforce Planning & Capability Development*
*Office of Human Resource Management & Organization Development*
*4266001 loc. 4158*
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