Administration Assistant

Student Records & File ManagementMaintain 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 CoordinationAssist 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 SupportReceive 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 SupportPrepare 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 & GraduationHandle registration and letter preparation for internship students.

Support the planning and execution of the graduation ceremony.

Communication & Notice ManagementPrepare and send circulars to faculties and departments.

Update notice boards regularly.

Distribute and collect university documents as required.

Administrative TasksAssist 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 university3 to 5 yrs. of experience in same fieldFilipino Nationality University, College, School Experience

Preferred