JOB TITLE

STUDENT INFORMATION AND CONTROL ASSISTANT

02012
GENERAL DESCRIPTION OF FUNCTIONS
GENERAL OBJECTIVE

Efficiently and effectively serve both teaching staff, administrative personnel, students, and the public.
general, performing the tasks and/or activities assigned in the Admission and Graduation Sections
and Student Registration and Control, in order to guarantee the integrity of the process that includes from
income until the student's exit from the Institution.

FUNCTIONS, ACTIVITIES AND/OR TASKS

Receive and review the documents for the enrollment and ratification of new students.
regulars, by agreement, transfers, reintegrations, equivalences, school changes,
etc.

Receive list from the National Council of Universities (C.N.U.) and students
selected by the criteria of the faculties.

Check the listings of the National Council of Universities (C.N.U.) and assess if the
The high school graduate to be admitted has been assigned.

Participates in the execution of special operations such as: the application of the Test
of Academic Aptitude and others.

Prepare a list of students and their respective submitted documents and deliver it by
file.

Fill out the document confirmation ticket.

Fill out the cash entry form and deliver it to the applicant.

Break down, sign, and stamp enrollment forms for new students, regular students, by agreement.
school changes, equivalences, transfers and reintegrations.

Organize and distribute schedules.

Handles and processes complaints about student schedules.

Delivery modified schedules.

Receives requests for adding, withdrawing courses, tickets, and deposit forms
banking.

Keeps track of the students enrolled by the National Council of Universities (C.N.U.),
baremo and agreement.
Organize and quantify the registration forms for sending to the Directorate of
Student Information and Control (DICES).

Inform the students, teachers, and administrative staff of the requirements demanded for
the issuance of ID cards.

Check registration forms to be processed.

Transcribe information into the system.

Participate in the student, faculty, and administrative staff ID card issuance days.
and worker.

Operate the camera for image capture

Transcribe to the computer the data of the staff requesting the badges.

Process the captured image on the computer and print the badges.

He operates the card lamination team.

Deliver the cards to the institution staff, adhering to the planning.

structured by their immediate supervisor.

I operate equipment to photocopy documents.

Receive and review requests for certifications, certificates, legalizations, letters of good standing
conduct, validations, revalidations, equivalences and others.

Review documents submitted by the applicant.

Prepare the file of the applicant for revalidations, validations, and equivalency for
then be sent to the corresponding committee.

Processes requests and prepares certifications, certificates, legalizations, and others.

Temporarily and/or permanently archive the certificates, certifications,

legalizations and others.

Delivers to the requester acknowledgments, certifications, legalizations, and others.

Elaborate, update, and review the graduate's academic record.

Operate the computer to obtain the average grades of the graduate and determine the
place of the graduate in the promotion.
Transcribe notes from the minutes on the computer.

Receive and review the list of files to keep track of graduates.

Receive pre-grading minutes.

Prepare and correct pre-reports of grades.

Receives minutes and documents from the different schools or departments.

Check minutes and documents from the different schools or departments.

Classify, review and break down the exam reports sent by the schools, the
departments or chairs of subjects.

Organize the minutes for their submission to the Central Directorate of Information and Control of Studies
Superiors.

Provide information to the Student Center regarding the cases that are required.

Develop and update the academic records of the students.

Keeps the students' exam minutes file updated.

Check the grades of graduates for undergraduate and graduate programs.

Prepare lists of graduates.

Receive and send correspondence from the section.

Receive and process any complaints about errors or corrections in grades and others
certificates.

Provide graduating students with information about requirements for graduation.

Receive and check the list of graduates.

Receives request for diploma, gown, and cap.

Prepare an inventory of gowns, caps, diploma holders, albums, and others.

Cleans gowns and caps.

Delivery photos of the graduate.

Draft a control letter for graduations.

Check graduate notes.

Transcribe graduating data.

Prepare minutes, decrees, and oaths for graduates.

Deliver to the supervisor minutes, decrees, oath-taking, and other documents prepared.
for the respective review.

Send graduation minutes for the signature of the respective authorities.

Graduate attends the signing of the minutes book.

Prepare reports requested by branches of the Institution and public companies or

private, about the academic data of students and/or graduates.

Prepare the titles.

Deliver original documents to the graduates.

Create lists of titles to calligraph.

Receive requests for diploma holders, graduation albums, instructions, and others.

Serves students and the general public.

Review documents of the service applicants.

Type of official documents and memorandums.

Sort applicants' files.

Review, sign, and stamp the applications submitted to the section.

Archive documents.

Fill out the material requisition form.

Opera photocopier.

Transcribe and access information by operating the microcomputer.

 Comply with the regulations and procedures regarding comprehensive security, established
for the organization.

Keeps equipment and work area tidy, reporting any anomalies.

Prepare periodic reports of the activities carried out.

Perform any other related task that is assigned to you.

1.- SCOPE OF THE ACTION:

RESPONSIBILITY:

MATERIALS:
Constantly handles easy-to-use equipment and periodically handles equipment and
moderately complex materials, being their direct responsibility.

MONEY
He is indirectly responsible for titles and/or securities.

CONFIDENTIAL INFORMATION:
It indirectly manages a low level of confidentiality.

DECISION MAKING:
The decisions made are based on procedures and previous experiences for the
normal execution of work, at the operational level.

SUPERVISION:
The position receives specific supervision in a direct and constant manner and does not exercise supervision.

INTERNAL AND EXTERNAL RELATIONS:

INTERNAL RELATIONS:

The position maintains continuous relations with the administrative units of the Institution and with
students and teachers, in order to support and/or carry out matters related to the area, requiring for it a
normal ability to obtain cooperation.

EXTERNAL RELATIONS:

The position maintains continuous relationships with service users, in order to support and/or execute what
regarding the area, requiring a normal skill to obtain cooperation.

2.- ENVIRONMENTAL CONDITIONS AND WORK RISK:

WORK ENVIRONMENT:
The position is located in an enclosed space, generally pleasant, and maintains contact with agents.
contaminants, such as dust.

RISK:
The position is subject to a negligible risk, with a low probability of occurrence.
EFFORT:
The position requires a physical effort of being seated/standing constantly and walking.
periodically and requires a low degree of manual and visual precision.

3.- JOB PROFILE:

EDUCATION AND EXPERIENCE:

A) EDUCATION:
High school diploma, plus a basic office course of one (1) year duration and a driving course.
microcomputer with at least one (1) year of duration.

EXPERIENCE:
Two (2) years of progressive operational experience in the Information and Control area
Student.

B) EDUCATION:
Basic Education

EXPERIENCE
Nine (9) years of progressive operational experience in the area of Information and Control
Student.

KNOWLEDGE, SKILLS, AND ABILITIES:

KNOWLEDGE IN:
Typing techniques.
Office techniques.
Basic filing and inventory techniques.
Laws, treaties, provisions, and regulations governing the activity of Information and Control
Student.
Terminology and practice of student information.
Data transcription.
Word processors, operating systems, spreadsheets.

ABILITY TO:
Draft reports.
Interact courteously and effectively with students and the general public.
Review documents and listings with accuracy and speed.
Manage matters of Information, Registration, and Student Control.
Handle word processors.

SKILLS IN:
The handling of common office equipment.
The handling of microcomputer.
The management and placement of documents.
The handling of the video camera
The management of plasticizing equipment.

REQUIRED TRAINING:
Human relationships.
Training in your unit's system.
Modern archiving techniques.
Update on computer programs.