Job Description

Summary of Work Activities and Responsibilities:
Under the supervision of the Student Services Officer 1, the Data and Systems Support staff provides daily clerical/frontline support for all matters regarding the management of all data pertinent to the services provided by the Office for Student Services, particularly in the area of campus access requests, gadget loan and delivery, processing of student infractions, student surveys, campus mobility services, community service assignment, PWD support, and student summons. He/she will also provide daily helpdesk assistance for students both online and onsite as part of the LS One Virtual Helpdesk.
Main Duties and Responsibilities
1. One-Stop Student Services Virtual Helpdesk assistance
Entertains queries thru the online OSS Helpdesk (OSSo) from Monday to Friday, 8am-5pm and Saturday, 8am-12nn, or
Attends to queries and requests at the Office for Student Services (OSS) window from Monday to Friday, 8am-5pm and Saturday, 8am-12nn
2. Data Management
Serves as primary assistant to the Student Services Office 1 in charge of data management, for the design of new systems related to the upkeep and improvement of onsite and online services including, but not limited to: student surveys, gadget loan, disaster-mitigation systems, AKApp text blast services, improvement of OSS online forms and Gsheets, OSS Repositories, eg. LS student Undertaking, contracts, promotional materials, student manuals and systems manuals
Assists in the compilation of materials and finalizing the drafts of the LS Undergraduate Student Handbook which is updated every year
Serves as liaison with the Registrar's Office and other offices for the needed updating of student records pertinent to the provision of necessary services (ie. providing student photos for office systems, updating onsite and online student schedules for campus access, Blue Pass related queries, update of student health records, eg. vaccination and health insurance
Assists in the automation of systems for various services: student insurance, security related reports, lost & found, etc.
3. Handles processing of Students minor infractions (ie. ID and Traffic/Parking violations, DSWS loan and locker liabilities, gadget loans liabilities, community service assignments)
Receives and validates students' violations (ie. receives security logs, verifies infractions of ID-wearing infractions, health/safety protocol and Traffic/Parking records, etc.)
Summons and coordinates with students with multiple infractions for required sanctions
Coordinates with campus security for timely submission of student infraction logs
Daily receives, scans and encodes appeal letters for traffic and parking violations
Records DSWS violations and late ID application & validation infractions in the students' Intra-Aisis system
Cross-checking of data for minor infractions ie. verification from security forms for prior infractions
Contacting of students for settling of their infractions and sanctions through SMS and e-mail
Handles oral reprimands for ID infractions and traffic warnings
Assists in the investigation of traffic appeals
Provides assistance to students regarding queries about their infractions
Relays decisions for student appeals and sanctions to concerned student through SMS, email and call-slip if necessary
Updates the AISIS database for student infractions and resolution of sanctions
Assigns students for community service to Offices
Assists in monitoring of sanctions for student OSS infractions
Generates report of data related to all types of infractions covered by OSS guidelines
4. Provides clerical support by encoding pertinent data for virtual helpdesk transactions, campus access requests, gadget loans, community service assignment, and other necessary systems) and further mines and refines the data for office systems and services quality assurance
Encodes entries and creates summaries and reports using Excel for databases managed by the OSS
Interprets data to provide recommendations for services' and systems improvement
5. Administrative support
Handles the summoning of students for Random Drug Testing
Consolidate and tracks compliance with submission of student contracts (ie. CADAP, Handbook, Data Privacy)
Assists in the distribution and posting of official OSS materials, eg. memos, posters, Handbook, brochures.
Assists in the mobility efforts of the school by serving, whenever needed, to manage a registration system for a Student Shuttle Service or carpool service
Assists in the processing of Lost & Found queries
Processes requests for call slips for students as requested by other offices
Assists in coordination for DSWS services (lockers, loans, promotions) and encoding of students with DSWS liabilities into OSS Hold orders
Assists with inquiries regarding student information and documentation of release of student data
Drafts reports for documentation and recommendations for the improvement of the process.
Provides periodic evaluation of office systems related to student violations and data support
6. Performs other duties as may be required from the position, in accordance with the instructions of the Director
Knowledge, Skills and Abilities:
Technological Savvy -- Ability to utilize information technology and computer and internet systems to accomplish tasks; proficient in MS Office Application particularly Excel
Records Management Skills -- Ability to manage files and records, take minutes and documentation, and keep matters confidential
Secretarial and Clerical Support Skills -- Knowledge of administrative and clerical procedures and systems such drafting of memos and interdepartmental communications, managing files and records, office budget and expenses, minutes and documentation, etc
Communication Skills -- Ability to communicate tactfully and sensitively with all types of personalities and predispositions, utilizing different media directed at different audiences/stakeholders
Service Orientation -- Actively looking for ways to help people; Ability to relate with "customer" well - pleasing, warm, patient and respectful in dealing with people
Organization and Prioritization of Work -- Ability to effectively plan and coordinate the delivery of required outcomes , according to importance and urgency; keen to details
Education and Experience Requirements:
Bachelor's degree
At least 1-year relevant work experience
Experience working in an academic setting is preferred