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. 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. • 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